Mental Health Services Support Secretary - 36h/wk

NHS National Services Scotland; Glasgow; On-site; GBP 22,000 - 24,000; Full time

Job summary

NHS Greater Glasgow and Clyde (NHSGGC) is seeking two Band 3 Support Secretaries for the East Renfrewshire Mental Health Services team. The roles involve high-quality secretarial and administrative support to medical staff, using Winscribe for clinic letters, managing inquiries, and maintaining accurate patient data across hospital systems.

Successful candidates will work 36 hours weekly on a fixed-term basis until 30 June 2027, with a pattern of shifts across weekdays in Eastwood Health and

Qualifications

• Experience providing secretarial and administrative support in a busy office environment.
• Strong organisational skills with the ability to manage competing priorities and work independently.
• Excellent communication and interpersonal skills when dealing with staff, patients and external agencies.
• Competent IT skills, including use of hospital systems and databases.
• Experience of audio typing or willingness to develop skills using Winscribe.
• Knowledge of confidentiality, GDPR and NHS policies and procedures.
• Ability to use initiative while recognising when to seek guidance from supervisors or line managers.
• Commitment to personal development, with support through an individual Personal Development Plan (PDP).

Responsibilities

• Provide a high-quality secretarial and administrative service to medical staff and clinical teams.
• Use audio typing systems (Winscribe) to prepare clinic letters, discharge summaries, appointment letters, reports and general correspondence.
• Manage telephone and face-to-face enquiries from NHS staff, patients, relatives, carers and external agencies, prioritising queries appropriately.
• Update and maintain patient information on departmental databases and hospital systems.
• Manage outpatient waiting lists, including processing referrals, adding patients to waiting lists and booking appointments.
• File and scan clinical reports and documentation.
• Record and prepare draft meeting minutes for review and approval.
• Provide cover for colleagues and support the wider administrative team as required.
• Work within established protocols and procedures, ensuring compliance with Health and Safety, GDPR and Confidentiality policies.

Skills

Secretarial support

Administrative skills

Audio typing

GDPR knowledge

Tools

Winscribe

Job description

NHS Greater Glasgow and Clyde (NHSGGC) is seeking two Band 3 Support Secretaries for the East Renfrewshire Mental Health Services team. The roles involve high-quality secretarial and administrative support to medical staff, using Winscribe for clinic letters, managing inquiries, and maintaining accurate patient data across hospital systems.

Successful candidates will work 36 hours weekly on a fixed-term basis until 30 June 2027, with a pattern of shifts across weekdays in Eastwood Health and