Medical Secretary

Overview

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 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.

Duration, Location, and Working Pattern

• Permanent
• Full time 37 hours per week
• Shift Pattern – Monday to Friday 8am-4pm
• Queen Elizabeth University Hospital

• Carry out a full range of personal assistant duties to support Consultants, including typing, filing, audio typing, scanning, photocopying, and preparing letters, reports, and responses to support efficient patient care.
• Manage Consultant/Team diaries to ensure effective use of time.
• Sort, prioritise, and distribute incoming mail, using judgement to direct items appropriately.
• Handle telephone and face-to-face enquiries from staff, patients, and carers, providing information and prioritising queries to support smooth service delivery.
• Upload patient referrals to SCI Gateway when required.
• Run discharge reports on Trak Care and forward records for dictation twice weekly.
• Arrange appointments, investigations, admissions, and follow-ups, considering urgency and waiting times to support patient flow.
• Manage waiting lists to ensure efficient use of clinic capacity and compliance with waiting time targets.
• Review clinic outcomes and liaise with Consultants to ensure follow-up actions are completed.
• Complete clinic build, cancellation, and reduction forms for Health Records.
• Liaise with departments to ensure patient records are accurate and up to date.
• Work with Consultants and nursing staff to plan clinics, on-call rotas, and theatre lists, and communicate these to relevant staff.
• Record and prepare draft minutes of meetings when required.
• Share responsibility for typing discharge summaries and clinic letters.
• Update TCI lists on Trak Care/OPERA for admissions and transfers when needed.
• Contribute to developing office and secretarial processes to improve service delivery.
• Provide cross-cover for colleagues when necessary.
• Communicate with Consultants regarding written information required for external agencies.
• Follow agreed protocols for medication changes prior to surgery.
• Support administration of Endowment funds in line with financial regulations.
• Share responsibility for Health and Safety within the office.
• Support mentoring, training, and shadowing of administrative staff.
• Promote NHS Scotland values of care, compassion, dignity, respect, openness, honesty, responsibility, quality, and teamwork.
• Act as a role model for NHSGGC values, demonstrating professionalism and respect.

• 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.

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
• Enhan…