Medical Secretary - Institute of Neurological Sciences

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

An exciting opportunity has arisen in the Institute of Neurosciences for an experienced and driven Medical Secretary to join the Neurophysiology team based at the Queen Elizabeth University Hospital. The preferred candidate will be the first point of contact for patient and staff. They will complete audio typing and administrative duties within a large service.

You must have a recognised qualification in secretarial studies or equivalent experience. You will be proficient in the use of IT systems, Microsoft Office Packages along with a minimum of one year’s audio typing experience or proven advanced keyboard skills from previous roles. Waiting list experience is desirable.

Duration, Location, and Working Pattern:

Permanent, Full time

Shift Pattern - Monday - Friday 8.45-5pm

Base location - Queen Elizabeth University Hospital

Key Responsibilities

Administrative & PA Support

• Produce letters, reports, and clinical correspondence through word processing, audio‑typing, scanning, filing, and photocopying.
• Prepare both routine and complex written responses to support patient care.
• Manage Consultants’ diaries to optimise time and workflow.
• Sort and prioritise incoming mail, directing items appropriately using judgement and experience.
• Handle telephone and face‑to‑face enquiries from staff, patients, relatives, and carers, providing information and prioritising queries.

Patient Pathway & Clinic Management

• Upload referrals to SCI Gateway and arrange appointments, investigations, admissions, and follow‑ups based on urgency and waiting times.
• Manage waiting lists to ensure efficient use of resources and compliance with waiting time targets.
• Run discharge reports, coordinate dictation workflows, and ensure patient records are sent to Consultants.
• Review clinic outcomes, liaise with Consultants, and ensure follow‑up actions are completed.
• Complete clinic build, cancellation, and reduction forms for Health Records.
• Update TCI lists on TrakCare/OPERA for admissions and transfers.

Liaison & Coordination

• Work with multiple departments to ensure patient records and results are accurate and up to date.
• Coordinate with Consultants and nursing staff on clinic planning, on‑call rotas, and theatre lists.
• Communicate with external agencies when written information is required.
• Follow protocols for medication changes prior to surgery.

Additional Office & Team Responsibilities

• Take and draft minutes for meetings when required.
• Share responsibility for typing discharge summaries and clinic letters.
• Contribute to developing office procedures to improve service delivery.
• Provide cross‑cover for colleagues when needed.
• Support training, mentoring, and shadowing of admin staff.
• Assist with administration of Endowment funds in line with financial regulations.
• Share responsibility for Health & Safety within the office.

Professional Standards & Governance

• Uphold NHS Scotland values: care, compassion, dignity, respect, openness, honesty, responsibility, quality, and teamwork.
• Act as a role model for NHSGGC organisational values.

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

• 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

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

Hayley Costley, Interim Operational Service Support Manager - ***email_hidden*** - 0141 232 7941

Information for candidates

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.