Team Medical Secretary – CMHT

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:

We are looking for an experienced and organised Administrative/Medical Secretary to provide a high-quality secretarial and administrative service to the Adult Community Mental Health Services multidisciplinary team across Glasgow City HSCP. Working with managerial, medical, psychotherapy, psychology, nursing and occupational therapy staff, you will play a key role in ensuring the smooth day-to-day running of the service. The post holder will manage referrals and enquiries through a single point of access, provide reception and administrative support, maintain patient records and systems, and contribute to the effective delivery of mental health services. The role requires the ability to work independently, prioritise a busy workload and maintain confidentiality at all times.

Duration, Location, and Working Pattern:

• 3 x Permanent Roles (2 x 36 Hours, 1 x 14.4 Hours)
• Brand Street (Community Mental Health Team)
• 36 Hour Roles Monday to Friday (9am – 5pm) 14.4 Hours (Monday & Friday)

Key responsibilities:

The successful candidate will provide a comprehensive secretarial and administrative service to the multidisciplinary mental health team, acting as the first point of contact for patients, carers, GPs and healthcare professionals. Duties include managing referrals through the single point of access, handling telephone and email enquiries, maintaining patient administration systems and records, arranging appointments and meetings, preparing clinic documentation, producing correspondence and reports, recording meeting minutes and supporting service performance reporting. The post holder will ensure administrative systems operate efficiently and in line with NHS policies and procedures, while maintaining high standards of confidentiality, accuracy and customer service. They will also provide administrative cover across the wider team, support the supervision and induction of administrative staff where required, and contribute to the continuous improvement of service delivery.

Knowledge, training, qualifications and/or experience required to do the job:

• HNC in Secretarial Studies, Business Administration, SVQ Level 3 in Administration, or equivalent relevant experience.
• Significant experience in a secretarial or administrative role, typically supported by at least three years’ relevant experience.
• Excellent knowledge of EMIS or an equivalent Patient Administration System.
• Competence in Microsoft Office packages including Word, Outlook, Excel and PowerPoint.
• ECDL qualification or equivalent computer skills and experience.
• Advanced keyboard and document production skills.
• Excellent verbal and written communication skills.
• Strong organisational and time management abilities.
• Ability to prioritise competing demands and work using initiative with minimal supervision.
• Experience of managing confidential and sensitive information.
• Knowledge of office procedures and administrative systems.
• Awareness of clinical terminology or willingness to develop knowledge in this area.
• Understanding of data protection, confidentiality and NHS policies and procedures.
• Commitment to ongoing training, development and participation in the Personal Development Planning (PDP) process.
• Ability to work effectively as part of a multidisciplinary team.

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

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.

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