Business Support Assistant Specialist Children’s Services

Job Description

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 Glasgow: North East, North West and South Areas
• 4 CHP’s in Clyde: Renfrewshire, East Renfrewshire, West Dunbartonshire and Inverclyde

Duration, Location, and Working Pattern:

Permanent, Part time

Base location – West Centre

Shift Pattern – Mon-Fri 28 hrs

Key responsibilities:

General Administrative Support

• Provide high-quality administrative and secretarial support to the multidisciplinary team.
• Handle telephone, email, and face-to-face enquiries, prioritising and directing them appropriately.
• Receive visitors, including patients and the public, in a professional and helpful manner.
• Book rooms and ensure appropriate room setup.
• Arrange and amend patient appointments using electronic systems.
• Book interpreters when required.

Mail and Communication Handling

• Receive, sort, and distribute incoming mail.
• Prepare outgoing mail for internal, Royal Mail, or courier dispatch.
• Monitor generic team email accounts and take appropriate action.
• Receive deliveries and ensure they reach the correct recipient.

Document and Data Production

• Produce accurate documents such as letters, reports, and presentations (including audio typing).
• Input clinical and non clinical data, including attendance outcomes and onward referrals.
• Photocopy, scan, and circulate materials as needed.

Meeting Support

• Collate and prepare meeting papers.
• Arrange meetings and events, including venue booking, room layout, agendas, papers, and participant notifications.
• Draft and circulate minutes and complete follow up actions.

Records and Systems Management

• Operate the single point of access and process referrals according to procedures.
• Maintain records of keys and loaned equipment, ensuring secure storage.
• Record staff attendance, absence, and sickness using systems such as SSTS/EESS.
• Collate performance data and prepare reports.
• Maintain filing systems, including electronic databases, and flag any issues.
• Coordinate staff rotas and elevate gaps as needed.
• Administer or coordinate training programmes.

Procurement and Supplies

• Record procurement processes and prepare purchase requests.
• Order supplies, uniforms, and patient equipment; maintain stock control.
• Handle cash in line with financial procedures.

Staff Support and Health & Safety

• Use office equipment safely and report defects.
• Take responsibility for personal and workplace health and safety.
• Respond to alarm activations following protocols.
• Provide cross cover and support to other administrative staff.

Complaints and Feedback

• Manage patient feedback, concerns, and complaints in line with policy.
• Provide information on NHS complaints procedures and assist with recording feedback.
• Refer complex issues to clinical staff or service managers.

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
• Must show knowledge of working in an office environment and of operation of office equipment and systems.
• Conversant with office procedures and systems and able to demonstrate prior experience of working in a secretarial or administrative role.

Specific Skills/ Knowledge

• Must be able to demonstrate advanced keyboard skills.
• Must be able to demonstrate proficient typing skills, including audio typing.
• Good command of verbal and written English.
• Thorough knowledge of own department and organisation gained through prior experience within the organisation, induction, or period of orientation.
• Should be willing to participate in short courses or more formal training opportunities to improve skill level e.g. through achievement of SVQ in Administration at Level 2 or 3.
• There will be an on-going requirement to have a personal development plan agreed with the manager which will include participation in training and development to develop and update skills as service develops and evolves.
• Organisational skills, including ability to deal with a range of non-routine tasks, apply problem solving skills and ability to manage conflicting demands.

Personal Attributes

• Team player
• Attention to detail
• Highly motivated and enthusiastic
• Time management skills

What we offer:

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 employee support and assistance, including counselling and psychological therapies

Interested?

If you would like to find out more, we would love to hear from you.

For an informal discussion, please contact:

Catherine Meenagh, Senior Business Support Assistant –

Details on how to contact the Recruitment Service and the Recruitment Process: Information for candidates

This post may close early due to the volume of response. Please submit your application form as soon as possible. Due to the volume of applications that we receive, we will not be able to provide shortlisting feedback.

AI tools like ChatGPT or Copilot can be great for planning and preparing your application, but your answers must be your own.

• Show us the real you: Your application should reflect your skills, experience, and motivations authentically.
• Use AI wisely: It’s fine to use AI for ideas or to check spelling and grammar, but don’t let it write your answers.
• Why this matters: Applications that rely on AI-generated content may be withdrawn. By applying, you confirm your responses are based on your own knowledge and achievements.

Tip: Think of AI as a helper, not a substitute. We want to understand you, not an AI tool.

From 1 April 2026, the Agenda for Change full-time working week will reduce from 37 hours to 36 hours. Part-time working hours will be reduced on a pro rata basis. A corresponding increase in the hourly rate will apply, ensuring that overall pay remains unchanged.

NHS Greater Glasgow and Clyde (NHSGGC) recognises the importance of work-life balance and is committed to offering a range of flexible working options where service needs allow. For roles where less than full time hours can be accommodated, and where the tenure is listed as “various”, we encourage applications from individuals seeking flexible working arrangements. Flexible working will be included as a topic for discussion during the recruitment process.

NHS Greater Glasgow and Clyde encourages applications from all sections of the community. We are committed to promoting equality, diversity and inclusion and are proud of the diverse workforce we employ.

By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We welcome applications from across the Armed Forces Community and recognise military skills, experience and qualifications throughout the recruitment and selection process.

For application portal or log-in issues, please contact the Jobtrain Support Hub in the first instance.