Team Medical Secretary - CMHT

NHS National Services Scotland; Glasgow; On-site; GBP 18,000 - 24,000; Part time

Benefits offered by this job

NHS Pension Scheme

27 days annual leave (plus public hols

Training and development opportunities

Cycle to Work Scheme

Staff discounts

Job summary

NHS Greater Glasgow and Clyde (NHSGGC) is seeking an experienced Administrative/Medical Secretary to support the Adult Community Mental Health Services team in Glasgow. The role involves managing referrals, reception duties, patient records, and coordinating appointments with a focus on confidentiality and accuracy.

The post offers part-time, permanent work with flexible hours across Brand Street and Rossdale, requiring independent prioritisation and professional liaison with clinicians and

Qualifications

• Minimum secretarial/administrative experience with high confidentiality.
• Experience in a medical/clinical setting is advantageous.
• Proficient in EMIS or an equivalent patient administration system.
• Strong communication and organisational skills.

Responsibilities

• Provide secretarial and administrative support to the Adult Community Mental Health Services team.
• Manage referrals via single point of access and handle phone/email enquiries.
• Maintain patient records and prepare clinic documentation and reports.
• Support service performance reporting and supervise/induct admin staff when needed.

Skills

Administrative experience

Medical secretary

Organised

Confidentiality

MS Office

Education

HNC in Secretarial Studies

SVQ Level 3 in Administration

Tools

EMIS

Microsoft Office

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 are looking for an experienced and organised Administrative/Medical Secretary to provide a high-quality secretarial and administrative service to the Adult Community Mental Health Services multidisciplinary team across Glasgow City HSCP. Working with managerial, medical, psychotherapy, psychology, nursing and occupational therapy staff, you will play a key role in ensuring the smooth day-to-day running of the service. The post holder will manage referrals and enquiries through a single point of access, provide reception and administrative support, maintain patient records and systems, and contribute to the effective delivery of mental health services. The role requires the ability to work independently, prioritise a busy workload and maintain confidentiality at all times.

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:

• Part-time, Permanent Role
• Brand Street (Community Mental Health Team) and Rossdale
• Working Pattern:14.4 Hours (Monday & Friday)

Key responsibilities:

The successful candidate will provide a comprehensive secretarial and administrative service to the multidisciplinary mental health team, acting as the first point of contact for patients, carers, GPs and healthcare professionals. Duties include managing referrals through the single point of access, handling telephone and email enquiries, maintaining patient administration systems and records, arranging appointments and meetings, preparing clinic documentation, producing correspondence and reports, recording meeting minutes and supporting service performance reporting. The post holder will ensure administrative systems operate efficiently and in line with NHS policies and procedures, while maintaining high standards of confidentiality, accuracy and customer service. They will also provide administrative cover across the wider team, support the supervision and induction of administrative staff where required, and contribute to the continuous improvement of service delivery.

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

• HNC in Secretarial Studies, Business Administration, SVQ Level 3 in Administration, or equivalent relevant experience.
• Significant experience in a secretarial or administrative role, typically supported by at least three years' relevant experience.
• Excellent knowledge of EMIS or an equivalent Patient Administration System.
• Competence in Microsoft Office packages including Word, Outlook, Excel and PowerPoint.
• ECDL qualification or equivalent computer skills and experience.
• Advanced keyboard and document production skills.
• Excellent verbal and written communication skills.
• Strong organisational and time management abilities.
• Ability to prioritise competing demands and work using initiative with minimal supervision.
• Experience of managing confidential and sensitive information.
• Knowledge of office procedures and administrative systems.
• Awareness of clinical terminology or willingness to develop knowledge in this area.
• Understanding of data protection, confidentiality and NHS policies and procedures.
• Commitment to ongoing training, development and participation in the Personal Development Planning (PDP) process.
• Ability to work effectively as part of a multidisciplinary team.

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:
Liz Taylor, Administrator Manager, on Liz.Taylor6@nhs scot

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. Please submit your application form as soon as possible.

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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.

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