Team Secretary OPMH and Learning Disability - Business Support

NHS Scotland; Glasgow; On-site; GBP 12,000 - 18,000; Part time

Benefits offered by this job

Annual leave 27 days

NHS Pension

Car benefit scheme

Study bursaries

Public holiday pay

NHS discounts

Employee support

Job summary

NHS Greater Glasgow and Clyde (NHSGGC) in Glasgow is seeking a part-time administrator/secretary to support the multi-disciplinary team in adult community mental health services. Responsibilities include reception, data input, record management and general typing, with independent workload management and a single point of access for referrals.

The role operates Thursday and Friday 09:00–17:00, with bases at Belmont Centre and Parkhead Hub.

Qualifications

• Experience using a range of computer packages.
• Knowledge of working in an office environment and operation of office equipment.
• Willing to participate in short courses or SVQ in Administration Level 2 or 3.
• Strong command of verbal and written English.
• Knowledge of organisation gained through prior experience within NHSGGC.
• Personal development plan with manager.

Responsibilities

• Provide a high quality administrative and secretarial service to the Team.
• General typing and audio typing of correspondence.
• Manage diary commitments to ensure good time management.
• Handle telephone and face-to-face enquiries from staff, patients and carers.
• Receive visitors and provide information and directions.
• Book rooms and arrange hospitality as appropriate.
• Record referrals using the Patient Information Management System and prepare case notes for clinics.
• Update standard operating procedures as directed.
• Photocopying, scanning and circulation of material.
• Refer to the job description for further details.

Skills

Computer literacy

Office administration

Willing to train

English proficiency

Organizational knowledge

Education

SVQ in Administration (Level 2/3)

Tools

Patient Information Management System

MS 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

The post holder will ensure that an effective and efficient secretarial and administrative service is delivered to the multi-disciplinary team which comprises of Managerial, Psychology, Nursing, and Occupational Therapy staff within adult community mental health services across Glasgow City CHP.

This will include reception duties, data input, record management and general typing.

The post holder works independently much of the time managing calls, emails and team workload. The post holder will be required to deal with referrals and enquiries through a single point of access and also support the generic functions and duties of the wider administrative team across the sector and beyond as required.

This role does not meet the eligibility criteria for a or a NHS Greater Glasgow and Clyde (NHSGGC) is unable to provide candidates or employees with a Certificate of Sponsorship (COS).

Duration, Location, and Working Pattern

• Location based in Belmont Centre, Stobhill Hospital with potential bases in Parkhead Hub and Belmont Centre
• Permanent Contract
• Part-time position (14.4 hours per week)
• Over Thursday & Friday between 0900-1700

Key Responsibilities

• Provide a high quality administrative and secretarial service to the Team
• General typing and audio typing of correspondence as required.
• Manage diary commitments proficiently, to ensure good time management.
• Deal with telephone and face-to-face enquiries from all staff groups, patients, relatives, carers providing information, directing and prioritising queries as appropriate to ensure efficiency and effectiveness of service delivery.
• Receive visitors (including patients and members of the public) to the premises in a polite and helpful way in accordance with local procedures.
• Book rooms using electronic or paper formats and ensure that rooms are set up appropriately. Arrange hospitality where appropriate.
• Record new referrals from GP’s and other service users by entering patient and GP details using Patient Information Management System, ensuring case notes are requested in time for clinics and also in time for weekly referral meeting.
• Updating standard operating procedures as directed.
• Undertakes photocopying/scanning and circulation of material.
• Please refer to the job description for further details.

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

• Must show competence in the use of range of computer packages evidenced by experience or formal qualification e.g. ECD
• Must show knowledge of working in an office environment and of operation of office equipment and systems. This may be through formal training or work experience
• Should be willing to participate in short courses or more formal training opportunities to improve skill level e.g. through achievement of SVQ in Administration at Level 2 or 3.
• Requires good command of verbal and written English
• Requires knowledge of organisation and department gained through prior experience within the organisation, induction or short period of orientation.
• There will be an on-going requirement to have a personal development plan agreed with the manager which will include participation in training and 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.

• 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

From 1 April 2026, the Agenda for Change full-time working week will reduce from 37 hours to 36 hours. Part-time working hours will be reduced on a pro-rata basis. A corresponding increase in the hourly rate will apply, ensuring that overall pay remains unchanged.

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.

Candidates must provide original and authentic responses to all questions within the application form. The use of artificial intelligence (AI), automated tools or other third-party assistance to generate, draft or significantly modify responses is strongly discouraged. By submitting your application, you confirm that all answers are your own work, reflect your personal knowledge, skills and experience, and have not been solely produced or altered by AI or similar technologies. Failure to comply with this requirement may result in your application being withdrawn from the recruitment process.

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