Business Services Administrator

NHS Scotland; Dundee; On-site; GBP 11,000 - 15,000; Part time

Job summary

NHS National Services Scotland is seeking a part-time Business Services Administrator at Carseview Centre in Dundee to support the Mental Health Liaison Service. This fixed term/secondment role (23 hours per week) requires independent working, strong secretarial skills and the ability to manage a varied workload with confidentiality.

You will provide administrative and secretarial support, manage diaries and meetings, handle correspondence and minutes, and help maintain records while supporting

Qualifications

• Excellent communication and interpersonal skills.
• Ability to manage a varied workload and meet deadlines.
• Experience of Microsoft Office and email.
• Keyboard/IT skills and attention to detail.

Responsibilities

• Provide administrative and secretarial support to the service.
• Manage and prioritise correspondence and enquiries.
• Prepare clinical correspondence and support referrals and clinical processes.
• Manage diaries, appointments and meetings; take accurate minutes.
• Maintain accurate records in accordance with confidentiality and information governance.
• Assist in induction and training of new administrative staff.

Skills

Communication skills

Organisational skills

Diary management

Minute taking

Attention to detail

Education

Secretarial/Business Admin qualification (SVQ4/HND)

Tools

Microsoft Office

Job description

NHS Scotland is committed to encouraging equality and diversity among our workforce and eliminating unlawful discrimination. The aim is for our workforce to be truly representative and for each employee to feel respected and able to give their best. To this end, NHS Scotland welcomes applications from all sections of society.

Mental Health and Learning Disabilities Directorate

Carseview Centre

Business Services Administrator

FIXED TERM/SECONDMENT

23 HOURS PW

Mental Health Liaison Service

An opportunity has arisen for a part-time Business Services Administrator within the Mental Health Liaison Service, based at Carseview Centre, for a fixed term/secondment to 30 December 2027.

We are looking for an individual to join our Business Services Administration Team, providing a comprehensive and high-quality administrative and secretarial service to support the effective day-to-day delivery of the Mental Health Liaison Service.

This is a varied role requiring the post holder to work independently, using initiative and judgement to prioritise competing demands and respond effectively to changing service requirements. Working closely with the Business Administration Manager, Service Managers, clinical teams and administrative colleagues, you will have an important role in ensuring administrative processes operate efficiently and to a high standard.

Key responsibilities will include:

• Providing comprehensive administrative and secretarial support to the service.
• Managing and prioritising correspondence, emails and enquiries, taking appropriate action or directing these as required.
• Ensuring the timely and accurate preparation of clinical correspondence and supporting the management of referrals and clinical administrative processes.
• Managing diaries, appointments and meetings, resolving conflicting priorities where appropriate.
• Arranging and supporting meetings, including preparing and distributing papers and taking accurate minutes.
• Maintaining accurate electronic and paper records in accordance with confidentiality, information governance and data protection requirements.
• Responding professionally and sensitively to enquiries from patients, relatives, carers, colleagues and other internal and external contacts.
• Supporting the coordination and prioritisation of administrative workloads to help meet changing service demands.
• Providing day-to-day guidance and support to Business Services Assistants and contributing to the induction and training of new administrative staff.
• Maintaining and supporting effective office systems and processes and contributing to improvements within the administrative service.
• Collating and preparing information, reports and returns as required.

You will have excellent communication, interpersonal and organisational skills, together with the ability to manage a varied workload and meet competing deadlines. You should be confident working independently as well as collaboratively as part of a wider team and be able to remain calm, professional and sensitive when dealing with challenging or confidential situations.

Applicants should have a relevant qualification in secretarial studies or business administration, such as SVQ Level 4, HND or equivalent knowledge gained through experience. Previous administrative or secretarial experience is required, preferably within the NHS or a similar environment.

You should have excellent keyboard and IT skills, including experience of "Microsoft Office" and email, together with good attention to detail and a high level of accuracy. Experience of diary management, minute taking, electronic administrative systems and working within a busy service environment would also be beneficial.

The successful candidate will be proactive and able to use their initiative, with the confidence to assess situations, prioritise appropriately and contribute positively to an effective and supportive administrative team.

Applications are also welcomed from existing NHS employees who may be interested in an appropriate part-time or job-share arrangement.

What we aim to achieve:

• We focus on what matters most
• We treat others how we would like to be treated
• We are passionate and creative in our work
• We do what we say we are going to do
• We are one team and we are best when we work together. Our patients are at the heart of all we do and we believe that ‘Caring at its best’ is not just about the treatments and services we provide, but about giving our patients the best possible experience.

You will be required to comply with the Code of Conduct for Healthcare Support Workers in Scotland throughout your employment.

*Informal enquiries to: Deborah Weir- Business Administration Manager to [e-mail].

Hours of work are: 23 hours Monday – Friday (days and times to be confirmed). Please note that the salary scale for this post is pro rata for part time hours. Fixed Term/Secondment to 30.12.27.

Current NHS Tayside Employees - Written approval must be sought from your line manager prior to applying for this secondment. You will be required to bring this if shortlisted for interview.

Short-listed applicants will be contacted by email. Please check your emails regularly, including your junk/spam folder.