Secretary - Medical Specialties

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 department provides a full range of professional administrative, secretarial and clerical services which support clinical staff to deliver high quality, efficient and effective patient‑centred care within Acute Services, in line with local and national standards.

• Permanent Post
• Full time 37 hours
• Glasgow Royal Infirmary
• Shift Pattern - Monday to Friday

The following sets out the core responsibilities of the Support Secretary. The frequency and extent to which the post holder carries out all duties may vary from speciality to speciality.

• Provide a high quality secretarial service using audio (Winscribe), for medical staff to ensure efficiency in patient care. (i.e. typing clinic and discharge letters, reports, appointment letters, general correspondence, filing / scanning of reports/x‑ray films etc.)
• Deal with telephone and face to face enquiries from all staff groups in the NHS, patients, relatives, carers and external agencies, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
• Add to and maintain patient data on departmental databases and hospital systems
• Updating outpatient waiting list by dealing with referrals, adding to waiting list and booking appointments
• Undertake where required stationery stock control, including ordering to ensure adequate resources available for team.
• May be required to record and prepare draft minutes of meetings for review and approval of assistance in managing patient files (manual and electronic), ensuring information is accurate and up-to-date and appropriate follow up systems are in place.
• Assist in managing mail and directing/prioritising as required to ensure the efficiency of the service delivery.
• Support basic training where required for new members of staff.
• Participate in annual PDP reviews and undertake ongoing training where necessary.
• Provide administrative cover for colleagues in the service leave as required.
• Comply with the requirements of the General Data Protection Regulations, Access to Health Records Act and other relevant legislation issued in relation to confidential data and patient management ie TTG, HFEA
• Promote and display NHS Scotland core values of care and compassion, dignity and respect, openness, honesty and responsibility and quality and teamwork in the discharge of duties.
• Be a role model for NHSGGC organisational values, demonstrating professionalism and a behavioural approach which promotes the principles of dignity and respect for all.

• HNC/SVQIII in Secretarial Studies/Business Administration or equivalent experience
• Proficient in use of software systems including Microsoft Office Packages
• Advanced keyboard skills
• Knowledge of Medical terminology
• Good organisational and communication skills
• Good verbal and interpersonal skills, with the ability to work under pressure in the face of competing demands
• Self-motivated.
• Diplomatic and consultative.

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…