Business Support Assistant - Community Rehabilitation Team

NHS Scotland; Glasgow; On-site; GBP 15,000 - 19,000; Part time

Benefits offered by this job

27 days annual leave

NHS Pension Scheme

Life insurance benefits

Cycle to Work Scheme

Learning and development opportunities

Job summary

NHS Greater Glasgow and Clyde (NHSGGC) is seeking a Band 3 Business Support Administrator to join the Community Rehabilitation Team on a part-time basis at Elderpark Clinic. You will provide comprehensive administrative support to the SPoA and clinical staff across two bases, handling referrals, messages, and patient records with accuracy and discretion.

You will contribute to service delivery through data processing, diary management, and secretarial duties, potentially handling patient

Qualifications

• Competence in office IT and packages evidenced by experience or qualification (ECDL acceptable).
• Experience in an office environment and operation of office equipment/systems.
• Willingness to engage in short courses to improve skills (SVQ Administration Level 2 or 3).
• Good command of verbal and written English.
• Understanding of local organisation through prior service/induction experience.
• Personal development plan with manager including training.

Responsibilities

• Provide high quality administrative and secretarial support to the Clinical Team.
• General typing and transcription of audio where required.
• Manage diary commitments and scheduling to ensure time efficiency.
• Input clinical data and assist with onward referrals as needed.
• Update standard operating procedures when directed.
• Maintain confidentiality and security of information per data protection policies.
• Record issue of keys and loan of equipment; secure valuables when not in use.

Skills

Attention to detail

Verbal and written English

Data entry

Education

SVQ in Office Administration (or equivalent)

SVQ Level 3 (or progression)

Tools

Outlook

Excel

SCI

EMIS Web

CHI

Pecos

SSTS

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

An exciting opportunity has arisen for a band 3 business support administrator to join an established dynamic Community Rehabilitation Team

The post provides comprehensive business administrative support to the fast-paced SPoA and provides administrative support to Team Leads and the multidisciplinary clinical staff across two bases. Referrals are received through a variety of routes including SCI, email & telephone from GP’s, health and social care staff, patients and families.

You will require a high degree of accuracy and attention to detail involving the receiving of referrals, recording of messages for staff, passing calls to the team and updating patient electronic records as necessary.

You will contribute significantly to the service through the efficient provision of a range of administrative duties, predominately data processing, telephone call handling and some secretarial duties. You may work independently for much of the time and will demonstrate a clear understanding of the service. You will contribute to the day-to-day administration of the service, ensuring its smooth running and efficiency. You may assist in managing patient appointments and this could be the first point of contact if patients/carers wish to highlight concerns.

Other duties include stock control, ordering office supplies, recording referral data and producing reports when required.

It is essential you have an SVQ in office administration or equivalent qualifications and can demonstrate competence in the use of computer packages such as Outlook and Excel. NHS experience is an advantage as is experience of SCI, EMIS Web, CHI, Pecos, SSTS.

The post holder has an important role in projecting a positive and professional image of the Team and may have to act in the absence of direct supervision with tact and diplomacy.

This role does not meet the eligibility criteria for a or a 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 Elderpark Clinic
• Part-Time Position (18 hours per week)
• Permanent Contract
• Shift pattern for this post are 3 out of 7 days

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

Key Responsibilities

• Provide a high quality administrative and secretarial service to the Clinical Team
• General typing and correspondence as required, including transcription of audio
• Manage diary commitments proficiently, to ensure good time management.
• Accurately input clinical data which may include outcome of attendance and making arrangements for onward referral.
• Update standard operating procedures as directed.
• Is aware of the requirement to maintain the confidentiality of personal data and applies appropriate systems to preserve the confidentiality of information, following the requirements of the Data Protection and Information Security Policies.
• Keep records of the issue of keys and loan of equipment to staff members and ensure that valuable items of equipment are kept secure when not in use.
• Please refer to the job description and person specification 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.
• Must show knowledge of working in an office environment and of operation of office equipment and systems. This may be through formal training or work experience.
• 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.
• Requires good command of verbal and written English.
• Requires knowledge of organisation and department gained through prior experience within the organisation, induction or short period of orientation.
• 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.

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.