Business Services Administrator

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.

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…