Administration Assistant - Directors Office

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-holder is responsible for providing a high level of confidential personal assistance and wider administrative support to the Employee Director’s Office, Corporate Services. The post-holder is responsible for ensuring the administrative service they provide is effective and efficient.

Permanent, Full time
Shift Pattern - Monday - Friday
JB Russell House, Gartnavel Royal Hospital

• Provide high quality administrative assistance to designated Employee Director Team members.
• Act as first point of contact to those wishing to contact relevant designated Employee Director Team members.
• Deal with very sensitive and high‑profile information in a professional manner.
• Provide administration support to the Employee Director’s Office including providing cover for the APF Administrator when on leave.
• Manage and filter face‑to‑face enquiries, incoming and outgoing correspondence and telephone calls which can be confidential and of a sensitive and/or of a contentious nature to ensure an efficient and effective service.
• Prioritise and respond to mail on behalf of designated Employee Director or draft more complex correspondence, responding in the interim as appropriate. Ensure that via prompting communication with relevant parties, matters receive attention on a timely basis and that outstanding replies to correspondence are progressed.
• Ensures that designated Employee Director Team members are provided with all relevant papers for meetings on a timely basis.
• Assist in arranging a variety of meetings, events and conferences under direction.
• Attend high level strategic or operational meetings and events and ensure that all necessary arrangements are made including booking venue, arranging room layout, notifying participants, issuing of agenda and supporting papers, writing up of minutes, their circulation, and ensuring follow up action is taken timeously with the relevant person, and status reported for next meeting.
• Type a variety of documents (correspondence, reports, statistical and financial data, and presentations) using various processing systems and tools from a variety of sources with a high degree of accuracy. This includes extraction of information from spreadsheets/dashboards and/or production of complex reports and presentations, collating and summarising information from a variety of sources.
• Source information to contribute to the Employee Director and Area Partnership Forum web pages and contribute to maintenance and upkeep of any information.
• Maintain and keep under review relevant filing systems (including, where appropriate, electronic database systems and electronic distribution systems relevant to work area) within protocol and standing working practise for the Employee Director, ensuring they are regularly identified for review to the respective managers for completeness and retention considerations maintaining confidentiality at all times.
• Build collaborative relationships, with other Administration staff across the organisations and externally and, where appropriate, liaise directly with the offices of the NHS Board Chief Executives and Executive Directors, other health organisations, partnership agencies, trade union representatives and members of the public ensuring that a customer and performance focus promotes a positive image of the organisation.

• Recognised qualification in Administration equivalent to HNC in Secretarial Studies or Business Administration, or SVQ in Administration at Level 4, or significant relevant equivalent practical experience.
• Significant previous experience working at Senior/Director level within a large and…