Personal Assistant - Interface/Flow Navigation Centre

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

The Flow Navigation Centre (FNC) in NHS Greater Glasgow & Clyde provides virtual urgent care assessments for patients from across the Health Board. Patients are referred into the FNC from a variety of other clinical services including NHS24, Care Homes, General Practice, Community Pharmacy & the Scottish Ambulance Service. Following a virtual assessment by a FNC Clinician, patient outcomes can be self-care, Minor Injury Unit Appointment, Emergency Department attendance, or referral to an appropriate specialist or clinic appointment.

The FNC is based on the Queen Elizabeth University Hospital campus within the CMB building. We have an exciting opportunity for a Personal Assistant to join our service. The Personal Assistant is responsible for providing comprehensive administrative support to the Senior Management and Clinical Teams including diary management, arrangement of meetings, preparing agendas, minute taking and prioritising and answering routine correspondence and e-mails as directed. This is an excellent position for an ambitious and driven individual with experience of providing support at Senior Management Level. This experience will offer the post holder exposure to the

Duration, Location, and Working Pattern:

There are 2x permanent posts available at 36 hours per week.

Base location - Queen Elizabeth University Hospital.

The shift pattern is Monday to Friday, core hours.

Key Responsibilities

• To provide an internal and external contact service between the service, NHS Greater Glasgow & Clyde management, external agencies and ensuring all enquiries are dealt with timeously and by the provision of relevant and meaningful information, or passed to the most appropriate person. The post holder must at all times ensure confidentiality is paramount and in line with local, national and Board protocols.
• To assist the Senior Manager in managing their working day by arranging appointments, being an identified contact point for all callers to the office, by telephone or in person and deal with enquiries, exercise significant initiative in resolving issues and advise on the proper channels of communication to ensure that the Senior Manager has few inappropriate interruptions.
• To maintain and update diary, both electronic and manual entries, for the Senior Manager and arrange and prioritise meetings as and when appropriate.
• To produce accurate documentation, correspondence and reports, including the composition of both routine and non-routine letters in a prompt and efficient manner.
• To collate, extract and present such data as required by the Senior Manager to enable the preparation of papers and reports for meetings. To attend meetings and be minute taker, ensuring minutes and associated documentation are cascaded to relevant personal in preparation for meetings.

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

• HNC/SVQIII in Secretarial Studies/Business Administration or equivalent experience
• Minute taking skills
• Proficient in use of software systems including Microsoft Office Packages
• Advanced keyboard skills
• Excellent organisational and communication and problem solving skills
• Ability to work independently or as part of a team with the ability to manage and prioritise own workload
• 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

Ashley McLaren, Quest Programme Lead, 07453951557, ***email_hidden***

Information for candidates

This post may close early due to the volume of response. Please submit your application form as soon as possible.

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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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