Support Secretary- Medical Specialties

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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:

To provide a secretarial and administrative service to medical staff and their teams to ensure efficient service delivery of patient care.
The post holder requires to be an efficient Support Secretary who contributes significantly to provide a secretarial and administrative service and to work independently for much of the time managing calls, typing of dictation and role cover where required.

Duration, Location, and Working Pattern:

• Location based in Queen Elizabeth University Hospital / Glasgow General Hospital
• Permanent Post
• Part-time position (22.20 hours per week)
• Shift Pattern for this post are Monday to Friday

Key responsibilities:

The following sets out the core responsibilities of the Support Secretary. The frequency and extent to which the post holder carries out all duties may vary from speciality to specialty.

• Provide a high quality secretarial service using audio (Winscribe), for medical staff to ensure efficiency in patient care. (i.e. typing clinic and discharge letters, reports, appointment letters, general correspondence, filing / scanning of reports/x-ray films etc.)
• Deal with telephone and face to face enquiries from all staff groups in the NHS, patients, relatives, carers and external agencies, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
• Add to and maintain patient data on departmental databases and hospital systems
• Updating outpatient waiting list by dealing with referrals, adding to waiting list and booking appointments
• Undertake where required stationery stock control, including ordering to ensure adequate resources available for team.
• May be required to record and prepare draft minutes of meetings for review and approval o Assist in managing patient files (manual and electronic), ensuring information is accurate and up-to-date and appropriate follow up systems are in place.
• Assist in managing mail and directing/prioritising as required to ensure the efficiency of the service delivery.

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
• Knowledge of Medical terminology
• Good organisational and communication skills
• Good verbal and interpersonal skills, with the ability to work under pressure in the face of competing demands
• Self-motivated.
• Diplomatic and consultative.

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:
Jemma Clark, Admin/Waiting List Manager, On 0141 451 6178 or email [email protected]

Details on how to contact the Recruitment Service and the Recruitment Process:

This post may close early 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.  

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.

Candidates must provide original and authentic responses to all questions within the application form. The use of artificial intelligence (AI) , automated tools or other third-party assistance to generate, draft or significantly modify responses is strongly discouraged. By submitting your application, you confirm that all answers are your own work, reflect your personal knowledge, skills and experience, and have not been solely produced or altered by AI or similar technologies. Failure to comply with this requirement may result in your application being withdrawn from the recruitment process.

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