Business Support Assistant - Business Support

NHS GREATER GLASGOW & CLYDE; Narberth; On-site; GBP 22,000 - 28,000; Full time

Benefits offered by this job

Annual leave 27 days

NHS Pension Scheme

Salary Sacrifice Car Benefit

Study bursaries

Holiday pay enhancements

NHS discounts

Counselling services

Job summary

NHS Greater Glasgow and Clyde is seeking an administrative professional to manage front-desk activities, handle calls and emails, and coordinate diary/time management for a multi-disciplinary team. The role involves processing appointments, room bookings, and supporting meetings, with emphasis on accuracy and teamwork.

Applicants should have strong English communication, experience in secretarial tasks, and familiarity with standard office procedures.

Qualifications

• Must demonstrate competence in using a range of computer packages (e.g. ECDL).
• Experience in an office environment and operation of office equipment/systems.
• Secretarial or administrative role experience.

Responsibilities

• Receive visitors and handle enquiries courteously.
• Book rooms and set up venues for meetings.
• Arrange appointments via EMIS and by phone/face-to-face.
• Book interpreters as needed.
• Handle mail distribution and despatch.
• Monitor generic email inboxes and take appropriate actions.
• Receive deliveries and pass to recipients.
• Collate meeting papers and support events.

Skills

Advanced keyboard skills

Proficient typing

English proficiency

Team player

Attention to detail

Time management

Organisational skills

ECDL or equivalent

Office equipment & systems

Education

ECDL or equivalent

Tools

Office software

Secretarial software

Job description

Key Responsibilities

• Receive visitors (including patients and members of the public) to the premises in a polite and helpful way in accordance with local procedures.
• Book rooms using electronic or paper formats and ensure that rooms are set up appropriately.
• Using electronic patient management system, arrange and amend appointments for patients both face to face and by telephone.
• Book interpreters.
• Receive and arrange the distribution of mail.
• Process mail for despatch using the appropriate method e.g. internal, royal mail or courier.
• Monitor generic e-mail accounts for the multi-disciplinary team as required and take appropriate actions.
• Receive deliveries and ensure that they are passed to the appropriate recipient.
• Collate papers for meetings on a timely basis.
• Assist in making arrangements for meetings/events including booking venue, arranging room layout notifying participants, issue of agenda and supporting papers, drafting of minutes and their circulation. Undertake any necessary follow up action as directed.

From 1 April 2026, the Agenda for Change full-time working week will reduce from 37 hours to 36 hours. Part-time working hours will be reduced on a pro-ratio basis. A corresponding increase in the hourly rate will apply, ensuring that overall pay remains unchanged. 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.

We are looking for a candidate who has good communication skills and is keen to work within a new Neurodevelopmental Waiting List Team managing calls, emails, EMIS-patient appointments and diary time on behalf of the multi-disciplinary team. The post-holder will be required to deal with enquiries through a single point of access and also support the generic functions and duties administered within the wider business support section as required. You will need to be able to work independently when required but primarily be able to work well within a team. You will require to manage your time effectively and continually prioritise workload tasks where there may be interruptions to planned activity and conflicting demands on time. Positive and respectful interactions with patients and other members of the public is also a key part of this role. Part time hours are available for this posts and can be negotiated. Office working is a requirement of these roles. You should have a good knowledge of office procedures and systems and able to demonstrate prior experience of working in a secretarial or administrative role. This role does not meet the eligibility criteria for a Skilled Worker visa or a Health and Care Worker visa. NHS Greater Glasgow and Clyde (NHSGGC) is unable to provide candidates or employees with a Certificate of Sponsorship (COS).

Required Skills and Experience

• Must be able to demonstrate competence in the use of range of computer packages evidenced by experience or formal qualification e.g. ECDL.
• Must show knowledge of working in an office environment and of operation of office equipment and systems.
• Conversant with office procedures and systems and able to demonstrate prior experience of working in a secretarial or administrative role.

Specific Skills / Knowledge

• Must be able to demonstrate advanced keyboard skills.
• Must be able to demonstrate proficient typing skills, including audio typing.
• Good command of verbal and written English.
• Thorough knowledge of own department and organisation gained through prior experience within the organisation, induction, or period of orientation.
• Should be willing to participate in short courses or more formal training opportunities to improve skill level e.g. through achievement of SVQ in Administration at Level 2 or 3.
• There will be an on-going requirement to have a personal development plan agreed with the manager which will include participation in training and development to develop and update skills as service develops and evolves.
• Organisational skills, including ability to deal with a range of non-routine tasks, apply problem solving skills and ability to manage conflicting demands.
• Team player.
• Attention to detail.
• Highly motivated and enthusiastic.
• Time management skills.

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.

Benefits

• 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