Senior Business Support Assistant - Administration

NHS Ayrshire & Arran; See; Vor Ort; EUR 21.000 - 28.000; Teilzeit

Benefits dieser Stelle

NHS Pension Scheme

Cycle to Work Scheme

Study bursaries

Employee Assistance Programme

Zusammenfassung

NHS Greater Glasgow and Clyde (NHSGGC) is seeking a part-time Senior Admin/Secretarial professional to provide comprehensive support to the primary/community care teams and the local management team. The role emphasizes independent work, diary management, and efficient handling of communications and meetings.

Requirements include experience in secretarial/administrative roles, competence with computer packages, and qualifications equivalent to HNC/SVQ Level 3.

Qualifikationen

• Must demonstrate competence in a range of computer packages via experience or formal qualification.
• Conversant with office procedures and systems; prior secretarial/administrative experience required.
• Recognised qualification in Administration equivalent to HNC or SVQ Level 3 or significant relevant experience.

Aufgaben

• Provide comprehensive secretarial and administrative support to managers and teams.
• Be the first point of contact for inquiries to the managers/team.
• Proactively manage mail systems and arrange for logging, allocation and progress tracking.
• Draft routine and some more complex correspondence.
• Arrange diary commitments and coordinate meetings and events with timely papers and minutes.

Kenntnisse

Computer literacy

Office procedures

Team player

Attention to detail

Highly motivated

Ausbildung

HNC in Secretarial Studies or Business Administration

SVQ in Administration Level 3

Tools

PECOS

SSTS Systems

Jobbeschreibung

NHS Greater Glasgow and Clyde (NHSGGC) is one of the largest healthcare systems in the United Kingdom, employing approximately 40,000 staff across a wide range of clinical and non-clinical professions and roles. We deliver acute hospital, primary, community and mental health services to a population of over 1.15 million people, and to a wider population of 2.2 million when regional and national services are included.

The Role

The post forms part of the senior business support team and provides comprehensive, administrative and business support to the primary/community care teams including the daily tasks within HQ and assisting with administrative duties of the Older People’s Mental Health Team. The post provides comprehensive secretarial and business administrative support to the local management team and the wider organisation as required. The post-holder requires to be an efficient administrator who contributes significantly to achievement of the role of the management team through provision of a variety of secretarial and administrative duties. The post holder works independently for much of the time and demonstrate a clear understanding of the organisation.

Must show competence in the use of range of computer packages evidenced by experience or formal qualification e.g. ECDL

Conversant with office procedures and systems and able to demonstrate prior experience of working in a secretarial or administrative role. Such experience is unlikely to have been achieved in less than 3 years related secretarial/administrative experience at a more junior level through which a thorough understanding of office procedures has been obtained. Recognised qualification in Administration equivalent to HNC in Secretarial Studies or Business Administration, or SVQ in Administration at Level 3, or significant relevant equivalent practical experience.

Organisational skills, including ability to deal with a range of non-routine tasks, apply problem solving and manage conflicting demands. Knowledge of the PECOS and SSTS Systems would be an advantage.

This role does not meet the eligibility criteria for a Skilled Worker visa or a Heath and Care Worker visa. NHS Greater Glasgow and Clyde (NHSGGC) is unable to provide candidates or employees with a Certificate of Sponsorship (COS).

Duration, Location, and Working Pattern

• Location based in Rowan Park, 5 Ardlaw Street, Glasgow, G51 3RR
• Part-time position (21.6 hours per week)
• Permanent Contract
• Shift pattern for this post is Wednesday to Friday, 08:30am to 17:00pm

Please note the salary is Pro Rata for part time hours.

Key Responsibilities

• Provide a comprehensive secretarial and administrative service to managers and their associated teams.
• Act as first point of contact to those wishing to contact the manager/team members
• Proactively manages mail systems (paper and e-mail, as appropriate) arranging for mail logging, allocation and progress chasing of correspondence.
• Responds to routine mail on behalf of manager, or drafts more complex correspondence.
• Respond to personal and telephone enquiries and complaints on own initiative, redirecting to other staff where appropriate or arranging for accurate and timely messages to be conveyed to manager.
• Forward plan diary commitments ensuring effective use of managers’ time, resolving conflicting demands within a busy schedule of meeting commitments.
• Assist in arranging a variety of meetings, events and conferences under direction.
• Ensures that managers are provided with all relevant papers for meetings on a timely basis.
• Attend meetings and ensures that all necessary arrangements are made including booking venue, arranging room layout, notifying participants, issue of agenda and supporting papers, writing up of minutes, their circulation, and progressing appropriate follow up action.
• Please refer to the job description for further details.

Knowledge, training, qualifications and/or experience required to do the job

• Must show competence in the use of range of computer packages evidenced by experience or formal qualification e.g. ECDL
• Conversant with office procedures and systems and able to demonstrate prior experience of working in a secretarial or administrative role.
• Recognised qualification in Administration equivalent to HNC in Secretarial Studies or Business Administration, or SVQ in Administration at Level 3, or significant relevant equivalent practical experience.
• Team Player
• Attention to detail
• Highly motivated and enthusiastic
• Please refer to the job description and person specification for further details.

What We Offer

We offer a wide range of supportive policies designed to enhance your employee journey, including a comprehensive Employee Assistance Programme, Cycle to Work Scheme, bursary scheme and extensive learning and development opportunities.

As an NHS Scotland employee, you will be entitled to:

• A minimum of 27 days annual leave, increasing with length of service, plus public holidays
• Membership of the NHS Pension Scheme, including life insurance benefits
• Salary Sacrifice Car Benefit Scheme
• Development opportunities including study bursaries, e-learning and classroom-based courses
• Enhanced pay for working public holidays
• NHS discounts on a wide range of goods and services
• Confidential employee support and assistance, including counselling and psychological therapies

NHS Greater Glasgow and Clyde (NHSGGC) recognises the importance of work-life balance and is committed to offering a range of flexible working options where service needs allow. For roles where less than full-time hours can be accommodated, and where the tenure is listed as "various", we encourage applications from individuals seeking flexible working arrangements. Flexible working will be included as a topic for discussion during the recruitment process.

NHS Greater Glasgow and Clyde encourages applications from all sections of the community. We are committed to promoting equality, diversity and inclusion and are proud of the diverse workforce we employ.

By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We welcome applications from across the Armed Forces Community and recognise military skills, experience and qualifications throughout the recruitment and selection process.

For application portal or log-in issues, please contact the Jobtrain Support Hub in the first instance.