Team Secretary/Receptionist - Specialist Mental Health Services

NHS National Services Scotland; Glasgow; On-site; GBP 11,000 - 13,000; Part time

Benefits offered by this job

NHS Pension Scheme

Employee assistance programme

Cycle to Work Scheme

Learning and development opportunities

Discount schemes

Job summary

NHS Greater Glasgow and Clyde is seeking a Team Secretary/Receptionist to provide high-quality administrative support to Specialist Mental Health Services at Gartnavel Hospital. The role is part-time and based at Kershaw Unit, with a defined pattern and salary pro rata for part-time hours.

You will manage enquiries, arrange appointments, maintain diaries, process referrals and maintain accurate patient records using electronic systems, while supporting a multidisciplinary team to ensure smooth

Qualifications

• Experience in administrative, reception or office environments.
• Proficiency with Word, Outlook and Excel.
• Ability to interact professionally with a wide range of people.

Responsibilities

• Provide comprehensive administrative and secretarial support to Specialist Mental Health Services
• Manage telephone, email and face-to-face enquiries from staff, patients, relatives and external agencies
• Arrange appointments, maintain diaries and coordinate clinic and meeting schedules
• Process referrals and maintain accurate patient records using electronic systems
• Prepare correspondence, undertake audio typing and support document management processes
• Assist with records management, stock control, ordering supplies and general office administration
• Work collaboratively with colleagues to provide cross-cover and support the effective delivery of services

Skills

Administrative experience

Reception experience

Microsoft Word

Outlook

Excel

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:

An exciting opportunity has arisen for a Team Secretary/Receptionist to join Specialist Mental Health Services within NHS Greater Glasgow and Clyde. This varied and rewarding role is ideal for an organised and motivated individual who enjoys providing high-quality administrative support while working as part of a dedicated multidisciplinary team. You will play a key role in ensuring the smooth day-to-day operation of mental health services, supporting both staff and service users. No two days are the same, offering a diverse workload and the opportunity to make a real difference behind the scenes. NHS Greater Glasgow and Clyde is committed to supporting staff development, wellbeing and career progression, making this an excellent opportunity to build a fulfilling NHS career.

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
• You will be based at Kershaw Unit, Gartnavel Hospital
• Working Pattern: Monday 9 am - 5 pm, Tuesday 9 am - 12 pm and Thursday 9 am - 5 pm
• Please note the salary is Pro Rata for part-time hours.

Key responsibilities:

• Provide comprehensive administrative and secretarial support to Specialist Mental Health Services
• Manage telephone, email and face-to-face enquiries from staff, patients, relatives and external agencies
• Arrange appointments, maintain diaries and coordinate clinic and meeting schedules
• Process referrals and maintain accurate patient records using electronic systems
• Prepare correspondence, undertake audio typing and support document management processes
• Assist with records management, stock control, ordering supplies and general office administration
• Work collaboratively with colleagues to provide cross-cover and support the effective delivery of services

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

• Experience of working within an administrative, reception or office environment
• Competence in using a range of computer packages such as Microsoft Word, Outlook and Excel, evidenced through experience or formal qualification
• Knowledge of office systems, procedures and standard administrative practices
• Excellent verbal and written communication skills with the ability to interact professionally with a wide range of people
• Strong organisational skills with the ability to prioritise workload and work independently
• Ability to maintain confidentiality and handle sensitive information appropriately
• Willingness to undertake training and continuous professional development relevant to the role

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

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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