Team Medical Secretary - Community Mental Health Services

NHS National Services Scotland; Glasgow; On-site; GBP 18,000 - 27,000; Part time

Benefits offered by this job

NHS Pension Scheme

Employee Assistance Programme

Cycle to Work Scheme

Learning & development opportunities

Job summary

NHS Greater Glasgow and Clyde is looking for a highly organised Team Medical Secretary to join Community Mental Health Services. You will support multidisciplinary clinical teams and help deliver high‑quality patient care from Leverndale Hospital, with pro rata hours for part‑time work.

The role includes first point of contact duties, managing referrals and appointments, and maintaining patient records. NHS benefits and development opportunities are offered.

Qualifications

• HNC in Secretarial Studies or Business Administration or equivalent experience.
• Proven secretarial/administrative experience with office procedures.
• Competence in Microsoft Office and producing accurate documents under time pressure.
• Excellent communication and interpersonal skills with patients, carers and healthcare professionals.
• Strong organisational skills and ability to prioritise diverse workloads.
• Awareness of clinical terminology or willingness to develop knowledge through training.

Responsibilities

• Provide a high‑quality secretarial and administrative service to the multidisciplinary clinical team.
• Act as first point of contact for patients, carers, staff and external agencies.
• Coordinate referrals, appointments, clinics and patient correspondence.
• Maintain accurate patient records and update electronic systems as required.
• Prepare reports, letters and minutes to a high standard with attention to detail.
• Manage team diaries and meetings, supporting smooth administrative operations.
• Provide cross‑cover and contribute to department continuous improvement.

Skills

Secretarial experience

Office procedures

Advanced keyboard skills

Excellent communication

Strong organisational skills

Clinical terminology awareness

Education

HNC in Secretarial Studies

SVQ Level 3 in Administration

Tools

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 a highly organised and motivated Team Medical Secretary to join our Community Mental Health Services team within NHS Greater Glasgow and Clyde. This is an excellent opportunity to play a key role in supporting multidisciplinary clinical teams and contributing to the delivery of high‑quality patient care. As Scotland's largest NHS organisation, NHSGGC offers a supportive working environment, opportunities for development and the chance to make a meaningful difference to the lives of patients and their families. You will work closely with a variety of healthcare professionals, helping to ensure services run efficiently while providing a professional and compassionate experience for everyone accessing the service.

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 is unable to provide candidates or employees with a Certificate of Sponsorship (COS).

Applicants should note that the post holder will provide cover for administration colleagues within the Team and across Glasgow City HSCP South Locality (Adult Mental Health Services) during periods of sickness and annual or other leave.

Duration, Location, and Working Pattern:

• Part‑time, fixed‑term for 12 months
• You will be based at Leverndale Hospital
• Working Pattern: Monday to Thursday 09:00-14:00 & Friday 0900-1300
• Please note the salary is Pro Rata for part‑time hours.

Key responsibilities:

• Provide a high‑quality secretarial and administrative service to the multidisciplinary clinical team
• Act as a first point of contact for patients, carers, staff and external agencies, managing enquiries professionally and sensitively
• Coordinate referrals, appointments, clinics and patient correspondence to support effective service delivery
• Maintain accurate patient records and update electronic systems in line with organisational requirements
• Prepare reports, letters, minutes and other documentation to a high standard and with excellent attention to detail
• Manage team diaries, arrange meetings and support the smooth operation of administrative systems across the service
• Support colleagues through cross‑cover arrangements and contribute to continuous improvement within the department

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

• HNC in Secretarial Studies or Business Administration, SVQ Level 3 in Administration, or significant relevant equivalent experience
• Proven experience working within a secretarial or administrative role with a strong understanding of office procedures
• Competence in the use of a range of computer packages including Microsoft Office applications
• Advanced keyboard skills and the ability to produce accurate documentation within demanding timescales
• Excellent communication and interpersonal skills with the ability to engage effectively with patients, carers and healthcare professionals
• Strong organisational skills with the ability to prioritise competing demands and manage a varied workload
• Awareness of clinical terminology or a willingness to develop knowledge and skills in this area through training and experience

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: Emma McLaren, Mental Health Admin Lead, on 07810 055981 or [e-mail]

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 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.