Business Support Assistant - Community Rehabilitation Team

NHS Scotland; Glasgow; On-site; GBP 9,000 - 11,000; Part time

Benefits offered by this job

27 days annual leave

NHS Pension Scheme

Salary Sacrifice Car Benefit Scheme

Study bursaries

Learning opportunities

Holiday pay enhancements

Employee discounts

Job summary

NHS Greater Glasgow and Clyde (NHSGGC) seeks a Band 3 Business Support Administrator for the Community Rehabilitation Team. The post provides essential admin support across two bases, handling referrals, messages, and patient records with a focus on accuracy and confidentiality.

The role involves data processing, phone handling, and some secretarial duties. Part‑time 18 hours per week, pro‑rata salary, and a permanent contract are offered at Elderpark Clinic.

Qualifications

• SVQ in office administration or equivalent qualifications.
• Proficiency with Outlook and Excel.
• Experience with SCI, EMIS Web, CHI, Pecos, SSTS is advantageous.

Responsibilities

• Provide high-quality administrative and secretarial support to the Clinical Team.
• Record and transcribe messages, manage referrals and update patient records.
• Manage diary commitments and arrange onward referrals.
• Input clinical data and maintain standard operating procedures.
• Maintain confidentiality and secure equipment and records.

Skills

Office administration

Data entry

Diary management

Telephone handling

Report generation

Education

SVQ in Office Administration

ECDL or equivalent

Tools

Outlook

Excel

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 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 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 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

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.