Support Secretary Mental Health Service

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

The role:

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.

We are seeking applications for two Band 3 Support Secretaries to join the East Renfrewshire Mental Health Services team based at Barrhead Health and Care Centre. These posts offer an excellent opportunity to gain experience within NHS Greater Glasgow and Clyde Mental Health Services, supporting Adult, Older Adult and Primary Care Mental Health Services while contributing to the delivery of safe and effective patient care.

The successful candidates will provide comprehensive secretarial and administrative support to medical staff and their teams, ensuring the efficient delivery of patient services. Following induction and training, post holders will be expected to manage their workload independently while adhering to NHS policies and procedures.

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:

Fixed-term post until 30 June 2027, full-time 36 hours per week

Shift pattern - Monday, Wednesday, Thursday and Friday 9 am-5 pm/30mins lunch; Tuesday 9 am to 3.30 pm/30mins lunch

Base location - Eastwood Health and Care Centre

Key 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.

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

• 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).

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

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

This vacancy may close early due to a high volume of applications. We recommend applying as soon as possible to avoid disappointment.

This post may require a satisfactory PVG Scheme record check.

AI tools like ChatGPT or Copilot can be great for planning and preparing your application, but your answers must be your own.

• Show us the real you: Your application should reflect your skills, experience, and motivations authentically.


• Use AI wisely: it's fine to use AI for ideas or to check spelling and grammar, but don't let it write your answers.


• Why this matters: Applications that rely on AI-generated content may be withdrawn. By applying, you confirm your responses are based on your own knowledge and achievements.

Tip: Think of AI as a helper, not a substitute. We want to understand you, not an AI tool.

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.

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.