Personal Assistant - Older People & Stroke Services

NHS Scotland; Glasgow; On-site; GBP 27,000 - 38,000; Full time

Benefits offered by this job

Employee Assistance Programme

Cycle to Work Scheme

Bursary scheme

Learning & development opportunities

NHS Pension Scheme

Job summary

NHS Greater Glasgow and Clyde (NHSGGC) is seeking a motivated Personal Assistant to support the Senior Management Team within the Older People & Stroke Service. Based at Glasgow Royal Infirmary, you will manage complex diaries, coordinate meetings, prepare reports, and handle confidential information in a fast-paced healthcare setting.

Experience as a PA in a healthcare environment is preferred. NHS Scotland sponsorship may be considered; visa eligibility will be assessed.

Qualifications

• HNC/SVQ III in Secretarial Studies or Business Administration or equivalent relevant experience.
• Proven experience in a Personal Assistant or similar senior administrative role.
• Advanced IT skills with proficiency in Microsoft Office 365 and experience with administrative systems such as eESS and SSTS.
• Excellent organisational, communication and problem-solving skills with the ability to prioritise a demanding workload.
• Strong interpersonal skills with the ability to work independently and collaboratively in a fast-paced environment.
• High level of accuracy and attention to detail, including minute-taking and report preparation skills.

Responsibilities

• Provide comprehensive and confidential administrative and secretarial support to the Senior Management team including the Clinical Service Manager and General Manager.
• Manage complex diaries, email management, coordinate meetings and appointments, and prioritise conflicting demands effectively
• Act as a key point of contact within the management offices for internal and external stakeholders, ensuring effective communication and timely response to enquiries
• Prepare, collate and present reports, correspondence, statistics and documentation to a high standard
• Maintain and update systems including eESS, SSTS, databases, filing systems and departmental records
• Attend meetings, take accurate minutes and ensure actions and documentation are distributed appropriately
• Support departmental processes, including recruitment administration, ordering equipment, project coordination and governance standards
• The postholder will provide cover to colleagues and will assist with the management of the Resident Doctor Staff Rotas.

Skills

Diary management

Secretarial skills

Administrative support

Communication

Problem solving

Education

HNC/SVQ III Secretarial Studies

Business Administration

Tools

Microsoft Office 365

eESS

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

We have an exciting opportunity for a motivated and highly organised Personal Assistant (PA) to join NHS Greater Glasgow and Clyde, supporting the Senior Management Team within the Older People & Stroke Service (North Sector), which will include the Clinical Service Manager and General Manager. Based at Glasgow Royal Infirmary, this role is pivotal in ensuring the smooth and efficient day-to-day running of the management offices and senior management functions. You will report to the Admin & Rota Manger and will assist the service by carrying out a variety of duties and responsibilities as outlined within the job description. You will be at the heart of service delivery, providing comprehensive administrative support in a fast-paced and dynamic environment. Working within NHSGGC offers the opportunity to contribute to high-quality, patient-centred care while being part of one of the largest NHS organisations in the UK. This is a rewarding role where you can make a real impact while developing your career within a supportive and values-driven organisation.

NHS Greater Glasgow and Clyde (NHSGGC) may be able to provide visa sponsorship for certain roles, subject to the post meeting the relevant eligibility criteria. Sponsorship is not guaranteed and will be determined on a case-by-case basis following interview and during the pre-employment verification process. Applicants must state their current right to work in their application.

Duration, Location, and Working Pattern

• Full-Time, Permanent
• Base Location: Glasgow Royal Infirmary
• Shift Pattern: The shift pattern for this post will be within the hours of 8.30am to 5pm, Monday to Friday. The exact shift pattern will be discussed and confirmed with the successful candidate.

Key Responsibilities

• Provide comprehensive and confidential administrative and secretarial support to the Senior Management team including the Clinical Service Manager and General Manager.
• Manage complex diaries, email management, coordinate meetings and appointments, and prioritise conflicting demands effectively
• Act as a key point of contact within the management offices for internal and external stakeholders, ensuring effective communication and timely response to enquiries
• Prepare, collate and present reports, correspondence, statistics and documentation to a high standard
• Maintain and update systems including eESS, SSTS, databases, filing systems and departmental records
• Attend meetings, take accurate minutes and ensure actions and documentation are distributed appropriately
• Support departmental processes, including recruitment administration, ordering equipment, project coordination and compliance with governance standards
• The postholder will provide cover to colleagues and will assist with the management of the Resident Doctor Staff Rotas.

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

• HNC/SVQ III in Secretarial Studies or Business Administration or equivalent relevant experience
• Proven experience in a Personal Assistant or similar senior administrative role, ideally within a healthcare environment
• Advanced IT skills with proficiency in Microsoft Office 365 and experience with administrative systems such as eESS and SSTS. As well as effective diary management skills.
• Excellent organisational, communication and problem-solving skills with the ability to prioritise a demanding workload
• Strong interpersonal skills with the ability to work independently and collaboratively in a fast-paced environment
• High level of accuracy and attention to detail, including minute-taking and report preparation skills
• Ability to handle sensitive information with discretion, demonstrating professionalism, diplomacy and confidentiality at all times

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

Equal Opportunities and Inclusion

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.

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.