Senior Business Support Assistance

NHS National Services Scotland; Glasgow; On-site; GBP 19,000 - 23,000; Part time

Job summary

NHS Greater Glasgow and Clyde is seeking a Senior Business Support Assistant to provide confidential secretarial and administrative support to the Enhanced Drug Treatment Service in Glasgow. The post holder will act as a central point of contact for patients, staff and partner organisations, ensuring smooth operation of the service's single point of access.

Fixed term for six months with 28.8 hours a week, Monday to Friday, based at 55 Hunter Street, Glasgow.

Qualifications

• Recognised qualification in Administration, Business Administration or Secretarial Studies (HNC, SVQ Level 3 or equivalent experience).
• Significant secretarial or administrative experience, normally gained over at least three years in a related role.
• Competence in Microsoft Office packages including Word, Excel, Outlook and PowerPoint.
• ECDL qualification desirable.
• Advanced keyboard and data entry skills.
• Excellent verbal and written communication skills.
• Strong organisational and workload management skills with the ability to prioritise competing demands.
• Experience of maintaining databases, records management systems and administrative procedures.
• Knowledge of confidentiality, data protection and information governance requirements.
• Ability to work independently, use initiative and make decisions within established procedures.
• Experience of supervising administrative staff.
• Understanding of NHS systems and procedures or the ability to acquire this knowledge quickly.
• Commitment to ongoing learning, training and personal development.

Responsibilities

• Provide a comprehensive and confidential administrative and secretarial service to the Enhanced Drug Treatment Service, acting as the first point of contact for patients, carers, staff and partner organisations.
• Manage referrals and enquiries through the service's single point of access, coordinate correspondence, maintain electronic and paper record systems, prepare reports, letters and presentations, and support the organisation of meetings including minute taking.
• Monitor waiting times, attendance records, training records and other performance data, ensuring accuracy and compliance with organisational procedures.
• Supervise and support administrative staff, provide training and induction where required, assist with complaints and feedback processes, maintain office supplies and equipment, and support the Team Leader in ensuring the efficient operation of the service.

Skills

Administration

Secretarial

Data entry

Microsoft Office

Communication

Organisation

Records management

Confidentiality

NHS systems

Training & supervision

Education

HNC in Admin

SVQ Level 3

Tools

Word

Excel

Outlook

PowerPoint

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:

The Senior Business Support Assistant provides confidential secretarial and administrative support to the Enhanced Drug Treatment Service within Glasgow City HSCP. The post holder acts as a central point of contact for patients, staff and partner organisations, ensuring the effective operation of the service's single point of access and supporting the day-to-day administration of the multidisciplinary team. The role involves supervising administrative processes and staff, maintaining office systems and records, managing referrals and enquiries, and supporting the smooth and efficient delivery of specialist drug treatment services.

Duration, Location, and Working Pattern:

Fixed Term Role - 6 Months (Review 4 Weekly thereafter)

55 Hunter Street, Glasgow

28.8 Hours - Monday to Friday

Key responsibilities:

Provide a comprehensive and confidential administrative and secretarial service to the Enhanced Drug Treatment Service, acting as the first point of contact for patients, carers, staff and partner organisations. Manage referrals and enquiries through the service's single point of access, coordinate correspondence, maintain electronic and paper record systems, prepare reports, letters and presentations, and support the organisation of meetings including minute taking. Monitor waiting times, attendance records, training records and other performance data, ensuring accuracy and compliance with organisational procedures. Supervise and support administrative staff, provide training and induction where required, assist with complaints and feedback processes, maintain office supplies and equipment, and support the Team Leader in ensuring the efficient operation of the service.

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

• Recognised qualification in Administration, Business Administration or Secretarial Studies (HNC, SVQ Level 3 or equivalent experience).
• Significant secretarial or administrative experience, normally gained over at least three years in a related role.
• Competence in Microsoft Office packages including Word, Excel, Outlook and PowerPoint.
• ECDL qualification or equivalent evidence of IT competency desirable.
• Advanced keyboard and data entry skills.
• Excellent verbal and written communication skills.
• Strong organisational and workload management skills with the ability to prioritise competing demands.
• Experience of maintaining databases, records management systems and administrative procedures.
• Knowledge of confidentiality, data protection and information governance requirements.
• Ability to work independently, use initiative and make decisions within established procedures.
• Experience of supervising, supporting and training administrative staff.
• Understanding of NHS systems and procedures or the ability to acquire this knowledge quickly.
• Commitment to ongoing learning, training and personal 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

Interested?

If you would like to find out more, we would love to hear from you.

For an informal discussion, please contact: Sharon Duncan, Business Support Manager, 07805763721, [e-mail]

Details on how to contact the Recruitment Service and the Recruitment Process: Information for candidates

This post may close early due to the volume of response.

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.

For application portal or log-in issues, please contact the Jobtrain Support Hub in the first instance.