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 opportunity has arisen to join the administration team for the Forensic Community Mental Health Team as a band 4 medical secretary.
The Directorate of Forensic Mental Health & Learning Disabilities provides specialist services for adults with mental health problems who may pose a risk to themselves or others, or have been in contact with the criminal justice system as a result of offending behaviour. Services are provided in a variety of settings dependent on the individuals need, this includes medium and low secure units and working with people in the community.
Based initially at Admin Block, Gartnavel Royal Hospital, the service will be relocating late June 2026, the post-holder will provide a comprehensive and confidential secretarial and administrative service to a multi-disciplinary team. Excellent organisational and communication skills are essential. The medical secretary is required to exercise their own initiative, to plan and prioritise work as appropriate. The post holder will work with minimum supervision and initiative to make delegated decisions.
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 Admin Block, Gartnavel Royal Hospital
- Permanent Contract
- Full-time position (36 hours per week)
- Shift pattern for this post are Monday - Wednesday 0900-1700, Thursday 0900-16:30, Friday 0900-1600
Key responsibilities:
- Complete secretarial tasks relevant to supporting the departmental Consultant(s), including word processing, filing, audio-typing, photocopying and the composition of letters, medical reports and preparation of straightforward responses and request to ensure efficiency in patient care.
- Manage Consultant(s)/Team(s) diary to ensure effective time management.
- Sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents are to be passed to the Consultant and which may be passed directly to others for action and information.
- Deal with telephone and face to face enquiries from all staff groups, patients, relatives, carers, providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery
- Responsible for making arrangements for the appointment of referrals to appropriate clinics.
- Management of the waiting list to ensure available resources are used most effectively in order to appoint patients which meet hospital waiting time targets.
- Liaise with a range of departments to ensure patient records are up to date and accurate with inpatient, day care, and outpatient investigatory results.
- Liaise with Consultant’s team for planning of clinics to ensure effective service delivery and communicate these to department staff.
- Will be required to record and prepare draft minutes of meetings for review and approval by members of the team.
- Shared responsibility for typing discharge summaries and clinic letters.
- Update EMIS in relation to patient referrals, discharge and transfer to other services if required.
- Development of office and secretarial practices when necessary to improve service delivery and ensure good practice at all times.
Knowledge, training, qualifications and/or experience required to do the job:
- HNC/SVQIII in Secretarial Studies/Business Administration or equivalent experience
- Proficient in use of software systems including Microsoft Office Packages
- Advanced keyboard skills
- Medical terminology
- Good organisational and communication skills
- Ability to work independently or as part of a team.
- Excellent interpersonal skills with the ability to demonstrate all-round professional attitude especially under pressure with deadlines and conflicting interests
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:
Nicola Willsone, Nurse Team Leader, On 0141 427 8265 or email Nicola.Willsone@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.
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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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