Business Services Administrator

NHS Tayside; Dundee (OH); On-site; USD 17,000 - 23,000; Part time

Job summary

NHS Scotland's Mental Health Liaison Service at Carseview Centre is seeking a part-time Business Services Administrator to support daily administrative and secretarial tasks. This fixed term/secondment position runs to 30 December 2027 and requires initiative, reliability and strong organisational skills.

You will work with the Business Administration Manager and clinical teams to manage diaries, correspondence and papers, while maintaining confidential records and supporting a busy service

Qualifications

• Excellent communication and organisational skills.
• Experience with diary management and minute taking is desirable.
• Experience in NHS or similar healthcare environment is preferred.

Responsibilities

• Provide comprehensive admin and secretarial support to the Mental Health Liaison Service.
• Manage correspondence, emails and enquiries, directing as required.
• Prepare and manage clinical correspondence and referrals; maintain confidential records.
• Manage diaries, appointments and meetings; arrange papers and take minutes.
• Support induction and training of new administrative staff and supervise junior colleagues.
• Contribute to efficient office systems and service improvements.

Skills

Communication

Interpersonal

Organisational skills

IT literacy

Education

Secretarial/Business Administration qualification (SVQ 4/HND)

Tools

Microsoft Office

Job description

NHS Scotland is committed to encouraging equality and diversity among our workforce and eliminating unlawful discrimination. The aim is for our workforce to be truly representative and for each employee to feel respected and able to give their best. To this end, NHS Scotland welcomes applications from all sections of society.

Mental Health and Learning Disabilities Directorate

Carseview Centre

Business Services Administrator

FIXED TERM/SECONDMENT

23 HOURS PW

Mental Health Liaison Service

An opportunity has arisen for a part-time Business Services Administrator within the Mental Health Liaison Service, based at Carseview Centre, for a fixed term/secondment to 30 December 2027.

We are looking for an individual to join our Business Services Administration Team, providing a comprehensive and high-quality administrative and secretarial service to support the effective day-to-day delivery of the Mental Health Liaison Service.

This is a varied role requiring the post holder to work independently, using initiative and judgement to prioritise competing demands and respond effectively to changing service requirements. Working closely with the Business Administration Manager, Service Managers, clinical teams and administrative colleagues, you will have an important role in ensuring administrative processes operate efficiently and to a high standard.

Key Responsibilities Will Include

• Providing comprehensive administrative and secretarial support to the service.
• Managing and prioritising correspondence, emails and enquiries, taking appropriate action or directing these as required.
• Ensuring the timely and accurate preparation of clinical correspondence and supporting the management of referrals and clinical administrative processes.
• Managing diaries, appointments and meetings, resolving conflicting priorities where appropriate.
• Arranging and supporting meetings, including preparing and distributing papers and taking accurate minutes.
• Maintaining accurate electronic and paper records in accordance with confidentiality, information governance and data protection requirements.
• Responding professionally and sensitively to enquiries from patients, relatives, carers, colleagues and other internal and external contacts.
• Supporting the coordination and prioritisation of administrative workloads to help meet changing service demands.
• Providing day-to-day guidance and support to Business Services Assistants and contributing to the induction and training of new administrative staff.
• Maintaining and supporting effective office systems and processes and contributing to improvements within the administrative service.
• Collating and preparing information, reports and returns as required.

You will have excellent communication, interpersonal and organisational skills, together with the ability to manage a varied workload and meet competing deadlines. You should be confident working independently as well as collaboratively as part of a wider team and be able to remain calm, professional and sensitive when dealing with challenging or confidential situations.

Applicants should have a relevant qualification in secretarial studies or business administration, such as SVQ Level 4, HND or equivalent knowledge gained through experience.

Previous administrative or secretarial experience is required, preferably within the NHS or a similar environment.

You should have excellent keyboard and IT skills, including experience of Microsoft Office and email, together with good attention to detail and a high level of accuracy. Experience of diary management, minute taking, electronic administrative systems and working within a busy service environment would also be beneficial.

The successful candidate will be proactive and able to use their initiative, with the confidence to assess situations, prioritise appropriately and contribute positively to an effective and supportive administrative team.

Applications are also welcomed from existing NHS employees who may be interested in an appropriate part-time or job-share arrangement.

What We Aim To Achieve

• We focus on what matters most
• We treat others how we would like to be treated
• We are passionate and creative in our work
• We do what we say we are going to do
• We are one team and we are best when we work together. Our patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.

You will be required to comply with the Code of Conduct for Healthcare Support Workers in Scotland throughout your employment.

• Informal enquiries to: Deborah Weir- Business Administration Manager to

Hours of work are: 23 hours Monday Friday (days and times to be confirmed). Please note that the salary scale for this post is pro rata for part time hours. Fixed Term/Secondment to 30.12.27.