Team Secretary/Receptionist - Inpatient Unit (ADRS)

NHS Scotland; Glasgow; On-site; GBP 21,000 - 27,000; Full time

Benefits offered by this job

NHS Pension Scheme

Cycle to Work Scheme

Flexible working options

Job summary

NHS Greater Glasgow and Clyde (NHSGGC) in Glasgow is seeking a proactive administrative professional to provide confidential secretarial support to the Community Addiction Team. You will handle reception duties, diary management and clinical record handling to ensure smooth patient care and service delivery.

Working within a multidisciplinary team, the role involves coordinating referrals, organising meetings, and maintaining systems while upholding data protection standards and patient

Qualifications

• Competence in using Microsoft Office applications (Word, Outlook, Excel, PowerPoint) evidenced by experience or qualification.
• Experience in an office/administrative environment.
• Knowledge of office systems, procedures and equipment.
• Excellent verbal and written communication skills.
• Ability to manage confidential/sensitive information.
• Strong organizational skills with ability to prioritize/work independently.
• Excellent interpersonal skills with patients, staff and external agencies.
• Knowledge of data protection and information governance requirements.

Responsibilities

• Provide high-quality administrative and secretarial support to multidisciplinary team.
• Manage telephone and face-to-face enquiries, appointments and electronic diaries.
• Process referrals, maintain patient records and monitor emails.
• Support clinics and meetings, prepare correspondence and reports.
• Organise training and events, maintain filing systems and procurement/stock control.
• Ensure data protection and confidentiality in all tasks and provide cross-cover as needed.

Skills

Microsoft Office

Communication

Confidentiality

Organization

Interpersonal skills

Data protection

Teamwork

Verbal & written communication

Education

ECDL

SVQ Level 2/3 in Administration

Tools

CHI

PIMS

SCI Store

Care First

SSTS

EESS

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 provide a comprehensive, confidential and efficient administrative and secretarial service within the Community Addiction Team, part of Glasgow Addiction Services. Working as part of a multidisciplinary team that includes Managers, Psychiatrists, Psychologists, Occupational Therapists, Nurses, Dietitians and Social Work staff, the role involves reception duties, clinical record management, data input, diary management, correspondence and audio typing. The post holder will work independently for much of the time, managing telephone calls, emails, referrals and enquiries, while providing administrative support across the wider team to ensure the smooth delivery of patient care and services.

Duration, Location, and Working Pattern

Permanent Role

Kershaw Unit, Gartnavel Royal Hospital

36 Hours - Monday to Friday

Key Responsibilities

The post holder will provide a high-quality administrative and secretarial service to the multidisciplinary team, ensuring the efficient day-to-day operation of the service. Responsibilities include managing telephone and face-to-face enquiries, arranging appointments, maintaining electronic diaries and office systems, processing referrals, managing patient records, monitoring email accounts, supporting clinics and meetings, preparing correspondence and reports, organising training and events, maintaining filing systems, undertaking procurement and stock control activities, handling confidential information in line with Data Protection requirements, and providing cross-cover across administrative teams. The role requires excellent organisational skills, the ability to prioritise competing demands, and a professional, compassionate approach when dealing with patients, carers, staff and partner organisations.

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

Essential

• Competence in using a range of computer packages, including Microsoft Office applications (Word, Outlook, Excel and PowerPoint), evidenced through experience or formal qualification (e.g. ECDL).
• Experience of working in an office or administrative environment.
• Knowledge and understanding of office systems, procedures and equipment.
• Excellent verbal and written communication skills.
• Ability to manage confidential and sensitive information appropriately.
• Strong organisational skills with the ability to prioritise workload and work independently.
• Excellent interpersonal skills with the ability to deal effectively with patients, service users, staff and external agencies.
• Knowledge of data protection, information governance and confidentiality requirements.
• Ability to work as part of a team and provide administrative support across services when required.

Desirable

• Experience working within the NHS, healthcare, mental health or addiction services environment.
• Knowledge of NHS systems such as CHI, PIMS, SCI Store, Care First, SSTS or EESS.
• Experience of audio typing and medical terminology.
• SVQ Level 2 or Level 3 in Administration or equivalent qualification.
• Experience supporting clinics, multidisciplinary teams or community-based services.
• Experience organising meetings, events and training programmes.

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

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.