Business Support Assistant - Business Support B3

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 post forms part of the business support team and provides comprehensive, administrative and secretarial service to the multi‑disciplinary team as required. The post‑holder will contribute significantly to achievement of the service by efficiently carrying out a variety of administrative and secretarial tasks.

The post‑holder works independently for much of the time, managing calls, emails, rotas, patient appointments and diary time on behalf of the multi‑disciplinary team. The post‑holder will be required to deal with referrals and inquiries through a single point of access and support the generic functions and duties administered within the wider business support section as required.

• An exciting opportunity due to shift in service provision to local community support has arisen within Inverclyde HSCP and we are seeking to appoint a Business Support Assistant, to join the Inverclyde Centre for Independent Living Team based at Gibshill Road, Greenock.
• The shift pattern for this post is over 7 day working including weekends and public holidays.
• Please note the salary is pro‑rata for part‑time hours.

• Provide a high quality administrative and secretarial service to the multi‑disciplinary team.
• Deal with telephone and face‑to‑face enquiries as received, providing information as required. Direct and prioritise enquiries as appropriate.
• Receive visitors (including patients and members of the public) to the premises in a polite and helpful way in accordance with local procedures.
• Book rooms using electronic or paper formats and ensure that rooms are set up appropriately.
• Using electronic patient management system, arrange and amend appointments for patients both face to face and by telephone.
• Process mail for dispatch using the appropriate method e.g. internal, royal mail or courier.
• Monitor generic e‑mail accounts for the multi‑disciplinary team as required and take appropriate actions.
• Receive deliveries and ensure that they are passed to the appropriate recipient.
• Type a variety of documents (correspondence, reports, presentations) from a variety of sources (including audio) with a high degree of accuracy.
• Accurately input clinical and non‑clinical data which may include outcome of attendance and making arrangements for onward referral.
• Undertake photocopying/scanning as appropriate and circulation of material.
• Extract, collate and summarise performance monitoring activity data and prepare reports as required for absence management information.
• Maintain and keep up to date relevant filing systems (including electronic database systems). This may include professional registrations and medical parking permits. Required to bring to management attention any anomalies or failures of the above.
• Co‑ordinate designated rotas to ensure the effective cover of the service and escalating as required.
• Responsible for recording procurement processes e.g. preparing (paper or electronic) indents for approval, recording and monitoring the process of procurement.
• Responsible for own health and safety arising from immediate work area and in respect of others to the extent of reporting any defects to line manager and taking reasonable precautions to reduce harm to others.
• Respond to alarm activations in accordance with agreed protocols.
• Responsibility for supporting other administrative staff within the department as a colleague, in providing cross cover on an agreed basis across the area.
• More responsibilities can be found in the attached job description.

• Must be able to demonstrate competence in the use of range of computer packages evidenced by experience or formal…