Business Support Assistant - Business Support

NHS Ayrshire & Arran; Templeton; On-site; GBP 19,000 - 23,000; Part time

Benefits offered by this job

NHS Pension Scheme

Cycle to Work Scheme

Learning and development opportunities

Job summary

NHS Greater Glasgow and Clyde is seeking an administrative lead to support the Neurodevelopmental Waiting List Team. You will handle calls, emails, EMIS appointments, and diary time for a multidisciplinary team at Templeton Business Centre.

Part-time hours (21.6 per week) are negotiable and office-based work is required. You will need strong office procedures knowledge and prior secretarial experience to prioritise tasks and maintain professional patient interactions.

Qualifications

• Competence in a range of computer packages evidenced by experience or formal qualification (ECDL).
• Experience in an office environment and operation of office equipment and systems.
• Secretarial or administrative experience within the organisation or NHS environment.

Responsibilities

• Receive visitors (patients and public) politely in line with local procedures.
• Book rooms and ensure rooms are set up appropriately.
• Arrange and amend appointments for patients via EMIS and telephone.
• Book interpreters and manage mail distribution.
• Process mail for despatch and monitor generic MDT emails.

Skills

Communication

Teamwork

Keyboard skills

Audio typing

Education

ECDL or equivalent

Tools

Office equipment

Job description

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

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).

Duration, Location, and Working Pattern:

• Location based in Templeton Business Centre
• Fixed-term contract for 18 months
• Part-time position - 21.6 hours per week
• The shift pattern for this post is flexible and open for discussion
• Please note that salary is pro rata for part-time positions

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
• Please refer to the job description and person specification for further details.

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

Experience / Qualifications

• 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.

Personal Attributes

• Team player
• Attention to detail
• Highly motivated and enthusiastic
• Time management skills

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

Information for candidates

This post may close early due to the volume of response. Due to the volume of applications that we receive, we will not be able to provide shortlisting feedback.

For An Informal Discussion, Please Contact

Kirsty Fowler, Clinical Co-Ordinator, 07905002623 or 0141 277 7555

Details on how to contact the Recruitment Service and the Recruitment Process: Information for candidates

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-rata basis. A corresponding increase in the hourly rate will apply, ensuring that overall pay remains unchanged.

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.

NHSGGC 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.