Senior Business Support Assistant - Administration

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 forms part of the senior business support team and provides comprehensive, administrative and business support to the primary/community care teams including the daily tasks within HQ and assisting with administrative duties of the Older People’s Mental Health Team. The post provides comprehensive secretarial and business administrative support to the local management team and the wider organisation as required. The post-holder requires to be an

efficient administrator who contributes significantly to achievement of the role of the management team through provision of a variety of secretarial and administrative duties. The post holder works independently for much of the time and demonstrate a clear understanding of the organisation.

Must show competence in the use of range of computer packages evidenced by experience or formal qualification e.g. ECDL

Conversant with office procedures and systems and able to demonstrate prior experience of working in a secretarial or administrative role. Such experience is unlikely to have been achieved in less than 3 years related secretarial/administrative experience at a more junior level through which a thorough understanding of office procedures has been obtained. Recognised qualification in Administration equivalent to HNC in Secretarial Studies or Business Administration, or SVQ in Administration at Level 3, or significant relevant equivalent practical experience.

Organisational skills, including ability to deal with a range of non-routine tasks, apply problem solving and manage conflicting demands. Knowledge of the PECOS and SSTS Systems would be an advantage.

All other roles will be assessed for sponsorship eligibility in line with current Home Office requirements. NHS Greater Glasgow and Clyde (NHSGGC) can only issue a Certificate of Sponsorship (CoS) where these are met.

Duration, Location, and Working Pattern:

• Location based in Rowan Park, 5 Ardlaw Street, Glasgow, G51 3RR
• Part-time position (21.6 hours per week)
• Permanent Contract
• Shift pattern for this post is Wednesday to Friday, 08:30am to 17:00pm

Please note the salary is Pro Rata for part time hours.

Key Responsibilities

• Provide a comprehensive secretarial and administrative service to managers and their associated teams.
• Act as first point of contact to those wishing to contact the manager/team members
• Proactively manages mail systems (paper and e-mail, as appropriate) arranging for mail logging, allocation and progress chasing of correspondence.
• Responds to routine mail on behalf of manager, or drafts more complex correspondence.
• Respond to personal and telephone enquiries and complaints on own initiative, redirecting to other staff where appropriate or arranging for accurate and timely messages to be conveyed to manager.
• Forward plan diary commitments ensuring effective use of managers’ time, resolving conflicting demands within a busy schedule of meeting commitments.
• Assist in arranging a variety of meetings, events and conferences under direction.
• Ensures that managers are provided with all relevant papers for meetings on a timely basis.
• Attend meetings and ensures that all necessary arrangements are made including booking venue, arranging room layout, notifying participants, issue of agenda and supporting papers, writing up of minutes, their circulation, and progressing appropriate follow up action.
• 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. ECDL
• Conversant with office procedures and systems and able to demonstrate prior experience of working in a secretarial or administrative role.
• Recognised qualification in Administration equivalent to HNC in Secretarial Studies or Business Administration, or SVQ in Administration at Level 3, or significant relevant equivalent practical experience.
• Team Player
• Attention to detail
• Highly motivated and enthusiastic
• Please refer to the job description and person specification for further details.

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 Donna McGlinchey, Office Manager, On 0141 451 7101 or email [email protected] 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.

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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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