Job Advert
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:
This is an opportunity for an individual to undertake a key role for a one-year fixed term contract at Gartnavel Royal Hospital as a Personal Assistant, providing a comprehensive range of secretarial and administrative support services for the Clinical Director in Psychiatry for West Glasgow and West Dunbartonshire, the local management team and wider organisation, as required.
The post holder will work autonomously, prioritising their own workload on a day-to-day basis. They will have supervisory responsibility for the local in-patient administrative and clerical team function that supports the wider in-patient management team at Gartnavel Royal Hospital. Individuals wishing to apply should have a clear understanding of the organisation, possess excellent knowledge of IT / eHealth systems as the foundation to support common NHS systems, including SSTS, Datix, eESS, EMIS or an equivalent patient and staff focused administrative systems. They should also excel in their communication and problem-solving skills as this would be applied in their day-to-day work.
Duration, Location, and Working Pattern:
- Location based in Gartnavel Royal Hospital
- Fixed-term contract for 1 year
- Full-time position (36 hours per week)
- Shift pattern for this post are Monday to Friday, 9am to 5pm
Key responsibilities:
- Expected results are defined, but the post holder is responsible for own workload and works autonomously. The postholder has freedom to take action based on own interpretation of administrative policies.
- Provide a full range of administrative and secretariat services for the Clinical Director, in-patient consultant psychiatrist, Occupational Therapy Mental Health Advisor and the North West Incident Review Group, ensuring agreed deadlines are met and that agreed standards are adhered to. At times, this information will be complex, sensitive or contentious and will require to be dealt with in a persuasive and empathic manner.
- Deal with both electronic and paper correspondence – incoming and outgoing – on a daily basis, taking action/decisions where appropriate or forwarding to the most appropriate person for action/information and bringing more urgent issues to the attention of the Clinical Director, ensuring that all types of correspondence are dealt with timeously and effectively.
- Proactively manage and organise the Clinical Director’s electronic diary and forward planning schedules in order to support effective planning and time management, liaising with other senior managers and external stakeholders on behalf of the Clinical Director to plan meetings.
- Deal with all telephone and face-to-face enquiries from all staff groups, providing information, directing and prioritising queries as appropriate to ensure efficiency and effectiveness of service delivery.
- Administer and maintain the North West Glasgow and West Dumbarton element of Datix database, ensuring accuracy of recording and reporting of serious incidents.
- As North West Incident Review Group administrator, the post holder is the point of contact for the Procurator Fiscal, relatives of deceased patients and the Clinical Risk Team.
- Post-holder liaises with MoD contacts and completes clinical administration associated with in-patient consultant’s role
- Coordinate and, if requested, draft report submission, including papers to meet specified internal or external deadlines, sourcing appropriate data and information as required. This may include preparing agendas, taking and production of minutes and circulation to stakeholders for action and information.
- Follow all required financial, project planning and reporting organisational processes, managing resources with defined limits and taking action or alerting Clinical Director where corrective action is required. This includes designing, maintaining and improving administrative systems and applying a consistent approach to all administrative policies and procedures within the directorate and across the organisation and work to ensure that these remain fit for purpose.
- Please refer to the job description and person specification for further details.
Knowledge, training, qualifications and/or experience required to do the job:
- The post holder requires education to a degree level or equivalent or can demonstrate expertise within a specialism underpinned by practical experience to a high level, coupled with demonstrable experience of providing administrative support at a senior level.
- A high degree of computer literacy, including experience in the use of MS Word, Excel, PowerPoint, Outlook and Adobe. The post holder will be required to operate a number of organisationally used systems such as Datix, EMIS. SSTS and eESS.
- Essential to have ability to co-ordinate agendas, record minutes and support meetings.
- Strong analytical skills, high level of persuasive and written communications skills, including the ability to assimilate and present complex information in formats that are suitable for a range of audiences, including presentations.
- Excellent interpersonal skills, effective work planning, flexibility, ability to use initiative and work to agreed timetables and ability to comply with all required organisational processes and relevant policies. 6. The personal resilience and aptitude to work effectively in a standalone post, and the proven ability to work and contribute as part of a team and to focus on the delivery of high quality services to internal and external stakeholders. 7. Display at all times tact and diplomacy. and ensure all matters are dealt with in a confidential manner,
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
Interested?
If you would like to find out more, we would love to hear from you.
For an informal discussion, please contact:
Clare Scott, Operations Coordinator, On 01412322064 or email clare.scott5@nhs.scot
Details on how to contact the Recruitment Service and the Recruitment Process: Information for candidates
This post may close early due to the volume of response. Please submit your application form as soon as possible. Due to the volume of applications that we receive, we will not be able to provide shortlisting feedback.
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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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