Mental Health Administrative Assistant

NHS Scotland; Glasgow; On-site; GBP 28,000 - 31,000; Full time

Job summary

A national healthcare service in Glasgow is looking for an Administrative Assistant to support Psychological Services. The role involves managing administrative processes, coordinating meetings, and engaging with patients. The ideal candidate will have HNC level education and experience in a large organization. This position offers a competitive salary with a comprehensive benefits package, including generous leave and professional development opportunities.

Benefits

35 days annual leave (rising to 41)

Development opportunities including study bursaries

Enhanced pay for working public holidays

Enrolment into the Scottish Public Pensions Agency pension scheme

NHS discounts on goods and services

Qualifications

• Previous experience in an administration/coordination role within a large organisation.
• Ability to record minutes and clinical notes.
• All-round professional attitude, especially under pressure.

Responsibilities

• Review and improve administrative processes within the management team.
• Organise formal and informal meetings, coordinating multiple attendees.
• Engage with patients and healthcare providers to facilitate access to care.
• Support therapists in curating therapy materials.
• Update the annual training schedule as necessary.

Skills

Organisational skills

Communication skills

Interpersonal skills

Proactivity

Education

HNC level education or equivalent experience

Job description

Administrative Assistant

Are you an organised and proactive administrator looking to support Psychological Services in a dynamic contact centre environment?
Do you have experience managing diaries, coordinating meetings, and handling confidential communications across multidisciplinary teams?
Are you passionate about improving patient access to care through efficient scheduling, digital tools, and collaborative working?

Who We Are

As NHS Scotland's unique provider of a national tele-health and tele-care service, we are responsible for the delivery of health advice and information by telephone and online services to the population of Scotland 24 hours a day, 365 days a year. NHS 24 is a patient-focused service providing the people of Scotland with triage, advice, guidance, referral and information on health and healthcare services.

Our Regional Centres are located at Hillington, Cardonald, Clydebank, South Queensferry, Dundee and Aberdeen. This post will be based in our Cardonald Regional Centre.

The Role

The successful candidate will be responsible for maintaining and assisting in the development of a wide range of administrative and support services to enable the management team to operate efficiently and contribute to the overall work by facilitating and supporting several key areas. This will include assisting in clinically related administration, contributing to audits and data collection of statistics.

Working Hours

The operational hours of the service are Monday to Friday 9am to 9pm and Saturday 10-6pm. Although you will predominately work Monday to Friday, 9am to 5pm, you will be required to be fully flexible, when required, within these hours. Alternatives to flexible working hours can be discussed.

Key Responsibilities

• Work alongside colleagues to review administrative processes across the management team making recommendations for improvements. In addition, the post holder will propose potential changes / developments to existing processes and procedures directly linked to administrative working practices within Service Delivery
• Organise a variety of formal and informal meetings, securing a suitable time for multiple attendees
• Engage directly with patients, their families and/or carers, and other health care providers, in a variety of formats, to facilitate the patient accessing the right care at the right time
• Support Therapists, psychologists and others appropriately trained in psychological practice in the collation and distribution of therapy related materials to patients
• Maintain and update the annual training schedule making necessary adjustments as required

Successful Applicant Will

• Be educated to HNC level or demonstrate an equivalent level of knowledge or experience
• Have previous experience in an administration / coordination role within a large organisation, including recording minutes and clinical notes
• Demonstrate excellent interpersonal skills with the ability to demonstrate an all-round professional attitude especially under pressure
• Exhibit excellent communication, interpersonal and organisational skills

Benefits

NHS 24 offers a complete benefits package, with a 9 months Fixed term contract on Band 3 £28,011 - £30,230 Per Annum (pro rata if applicable). Placement on salary scale is dependent on confirmation of previous relevant NHS service.

We Also Offer You Many Supportive Policies To Enhance Your Employee Journey And Have a Comprehensive Employee Assistance Programme Provider, Cycle To Work Scheme, Bursary Scheme And a Range Of Learning And Development. As An NHS Scotland Employee You Will Be Entitled To

• 35 days annual leave (rising to 41) pro-rata
• Development opportunities including study bursaries, e-learning and classroom-based courses
• Enhanced pay for working public holidays
• Enrolment into the Scottish Public Pensions Agency (SPPA) pension scheme
• NHS discounts on goods and services
• HELP, employee support and assistance

Equal Opportunities Statement

Our mission at NHS 24 is to create a workplace where everyone feels welcome, valued and part of the team. As an organisation that promotes inclusion, we celebrate difference, and we encourage everyone who joins us to be themselves at work.

We are progressing an Anti-Racism Action Plan, which builds on our existing equalities work, and this will help us to measure our progress towards becoming an anti-racist organisation.

NHS 24 is an equal opportunities employer committed to advancing equality and particularly welcomes applications from groups of people currently underrepresented within the workforce. We are a committed participant in the Disability Confident Leader Scheme and guarantee to interview all disabled applicants who meet the minimum essential criteria for our vacancies.

Workplace Eligibility

To work in the United Kingdom, there is a legal requirement for an individual to demonstrate that they have the relevant permission to work in the country. This permission is, without exception, granted by the UK Visa and Immigrations Service.

As part of the pre-employment checks for a preferred candidate, NHS Scotland Boards will check your entitlement to work in the UK. It can be evidenced through a number of routes including specific types of visas as well as EU settled and pre-settled status. To find out more about these routes of permission, please refer to the GOV.UK website here.

Please note that NHS 24 is NOT licensed to issue certificates of sponsorship under current UK Visas and Immigration (UKVI) regulations. Applicants must have the right to work in the UK without requiring sponsorship to work with us.

It is ESSENTIAL that you have checked that you either already have an appropriate right to work in the UK or that the post would be eligible to be sponsored BEFORE submitting your application form.

Interested?

Please download the for full details of NHS 24 and this opportunity as well as the which will support you in your application.

We recommend that prior to application candidates read all the information provided in the Job Pack as it contains much of the information about NHS 24 and this vacancy to support a successful application.