Senior Business Support Assistant

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:

Specialist Children’s Services (SCS) is hosted by East Dunbartonshire HSCP and is responsible for the provision of Community Paediatric, Child and Adolescent Mental Health Services (CAMHS) and Specialist Hosted Services across Greater Glasgow and Clyde. Services within SCS are delivered in 7 geographical areas:
- 3 Areas in Greater :
North East, North West and South Areas
- 4 CHP’s in Clyde:
Renfrewshire, East Renfrewshire, and Inverclyde

The purpose of SCS is to:

• manage local Community Paediatric and CAMHS NHS services;
• improve the health of its population and close the inequalities gap;
• drive the local implementation of the quality strategy ensuring person centred, safe and effective care within SCS;
• achieve better specialist health care for its population;
• ensure an effective NHS process to engage in community care and children’s service planning;
• work closely with local authority colleagues to deliver effective integrated services where appropriate lead NHS participation in joint and community planning;
• modernise community health services;
• integrate community and specialist health care through clinical and care networks;
• deliver effective engagement with primary care contractors;
• work with local communities to ensure they influence decisions

Duration, Location, and Working Pattern:

Permanent, Part time
Shift Pattern - TBC within office hours 9am – 5pm
Base location - Templeton Business Centre

Key responsibilities:

• Provide comprehensive secretarial and administrative support to the multi‑disciplinary team.
• Manage patient appointments using electronic systems.
• Handle and prioritise telephone and face‑to‑face enquiries.

• Produce accurate documents, reports and presentations from various sources.
• Assist in compiling SOPs, action plans and related documents.
• Support workforce information systems and planning.
• Assist with surveys, audits, statistics and follow‑up actions.

• Prepare agendas, briefing notes and supporting papers.
• Chair admin meetings, issue minutes and action outcomes.

• Supervise admin and supplies budgets, including petty‑cash travel expenses.
• Ensure financial processes comply with Standing Financial Instructions.

• Maintain attendance, absence and sickness records and submit payroll returns.
• Operate the single point of access and track referrals.
• Maintain clinical and correspondence filing systems.
• Update local systems, procedures and protocols.
• Oversee administrative systems, including referral‑tracking processes.
• Support implementation of new services and service redesign.

• Supervise and motivate business support staff, ensuring cover for core tasks.
• Contribute to KSF/PDP reviews and arrange training.
• Support sickness and absence management.
• Assist with recruitment, induction and training of admin staff.

• Handle patient feedback and complaints in line with policy.
• Provide information on complaints processes and assist with recording feedback.

• Resolve day‑to‑day operational issues with Estates and other services.
• Support coordination of building works and refurbishments.

Knowledge, training, qualifications and/or experience required to do the job:

Experience / Qualifications

• Must be able to demonstrate competence in the use of range of computer packages evidenced by experience or formal qualification e.g. ECDL.
• 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.
• Conversant with office procedures and systems and able to demonstrate prior experience of working in a secretarial or administrative role.

Specific…