Team Secretary - Mental Health B3

NHS National Services Scotland; Paisley; On-site; GBP 23,000 - 27,000; Full time

Benefits offered by this job

NHS Pension Scheme

27 days annual leave

Flexible working options

Job summary

NHS Greater Glasgow and Clyde (NHSGGC) is seeking a proactive administrator to join the Administrative Support Team, providing comprehensive admin and secretarial support to Community Mental Health, Addictions and Learning Disability services at Dykebar Hospital.

This permanent role is 36 hours per week, with duties including diary management, correspondence, audio typing, filing, and handling inquiries while ensuring confidentiality and data protection.

Qualifications

• Competence in MS Word, Outlook, Excel, PowerPoint and Access.
• Experience in an office or administrative environment.
• Knowledge of office systems, procedures and equipment.
• Audio typing skills are desirable.
• Strong verbal and written communication, with good organisation and confidentiality.

Responsibilities

• Provide high-quality administrative and secretarial support to multidisciplinary teams.
• Manage diaries, appointments, room bookings, and respond to telephone and email enquiries.
• Maintain electronic and paper filing, process mail, and handle records management.
• Assist with procurement, minute-taking, and provide cross-cover for the admin team.

Skills

MS Word

Outlook

Excel

PowerPoint

Access

Audio typing

Job description

Role:

This post is part of the Administrative Support Team and provides comprehensive administrative and secretarial support to Community Mental Health, Addictions, and Learning Disability services. The post holder will work as an efficient and proactive administrator, contributing significantly to the smooth running of the teams through the delivery of a wide range of administrative and secretarial duties. The role requires a high degree of independence, including the management of telephone calls, emails, diaries, appointments, and rotas, while also supporting the wider administrative team and responding flexibly to service needs.

This role does not meet the eligibility criteria for a Skilled Worker visa or a Heath 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:

Permanent Role

Dykebar Hospital

36 Hours (Mon-Thu, 3 days 0900-1700, 1 day 0900-1630, Friday 0900-1600)

Key responsibilities:

Provide a high-quality administrative and secretarial service to multidisciplinary teams, including the preparation of correspondence and audio transcription. Manage diaries, appointments, meeting arrangements, room bookings, interpreters, and hospitality requirements. Act as a first point of contact for telephone, email, and face-to-face enquiries from patients, staff, visitors, and external agencies. Maintain and update electronic and paper filing systems, process incoming and outgoing mail, accurately record clinical information on relevant systems, generate prescriptions, and support records management activities. Assist with procurement processes, meeting administration, minute taking, and provide cross-cover across the wider administration team. Ensure compliance with confidentiality, Data Protection, Information Security, Health and Safety, and organisational policies while prioritising workloads effectively to meet deadlines within a busy service environment.

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

• Competence in the use of a range of IT packages such as Microsoft Word, Outlook, Excel, PowerPoint and Access, evidenced through experience or formal qualifications (e.g. ECDL).
• Experience of working in an office or administrative environment.
• Knowledge of office systems, procedures, and equipment.
• Audio typing skills.
• Excellent verbal and written communication skills.
• Good organisational skills with the ability to prioritise workload and manage competing demands.
• Understanding of confidentiality, information governance, and data protection requirements.
• Ability to work independently and as part of a team.
• Willingness to undertake ongoing learning and development, including SVQ Administration qualifications or other relevant training.
• Knowledge of electronic patient record systems and administrative databases would be advantageous.
• Commitment to maintaining a Personal Development Plan and participating in mandatory and role‑specific training.

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

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.

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.