Senior Business Support Assistant
Posted 1 day 22 hours ago by NHS National Services Scotland
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 Sandyford Initiative in Glasgow is part of NHS Greater Glasgow & Clyde and is a city wide centre for sexual, reproductive and emotional health. The Sandyford was formed by the integration of Family Planning and Reproductive Health, Genitourinary Medicine and Sexual Health, The Steve Retson Project (for gay and bisexual men) and The Centre for Women's Health. It provides a range of drop-in and appointment services, clinical, information and counselling services at its city centre and 24 community sites approximately 100,000 clients per year. Sandyford is hosted within the North West Sector of Glasgow City CHP which is responsible for the provision of primary care and community services to the people in North West Glasgow, and for improving health and well being.
Duration, Location, and Working Pattern: Permanent, Full time. Shift Pattern - Monday ; Tuesday - Thursday ; Friday . Base location - Sandyford Central.
Key responsibilities: Under the direction of the relevant manager the post holder will:
General- Provide comprehensive secretarial and administrative support to managers and their teams.
- Act as the first point of contact for enquiries to the manager or team.
- Manage paper and electronic mail systems, ensuring correspondence is allocated and progressed appropriately.
- Respond to routine correspondence and draft more complex communications when required.
- Use strong communication skills to support Senior Management Team processes, including relaying messages, arranging meetings, monitoring leave, coordinating recruitment paperwork, and supporting HR administration.
- Act as the main contact between patients and investigation managers during complaints, documenting concerns accurately and responding professionally and empathetically in line with NHSGG&C policy.
- Produce accurate documents-including letters, reports, data extracts, and presentations-from various sources, including audio.
- Collate information from multiple sources for reports and returns.
- Source information online and contribute content to internal and external web pages.
- Manage diary commitments and resolve scheduling conflicts to optimise the manager's time.
- Assist in organising meetings, events, and conferences.
- Ensure the manager receives all required meeting papers on time.
- Attend meetings, arrange venues, prepare agendas and papers, take minutes, circulate documentation, and follow up actions.
- Welcome visitors and arrange hospitality.
- Maintain and review filing systems, including electronic databases and distribution systems.
- Operate a bring forward system to ensure timely attention to outstanding matters.
- Review and propose improvements to records systems and administrative processes.
- Maintain staff attendance, absence, and sickness records, ensuring accurate monthly payroll returns.
- Maintain expense records for timely monthly claims.
- Manage systems and procedures for the work area, including stationery, consumables, and catering orders.
- Coordinate building and IT access for new staff with Facilities and IM&T teams.
- Arrange staff travel and accommodation in line with procurement procedures.
- Monitor expenditure for the manager, process purchase requisitions, confirm receipt of goods, and handle invoice or payment queries.
- Support other administrative staff, provide cross cover, assist with induction of new staff, and may supervise clerical staff or trainees.
Knowledge, training, qualifications and/or experience required to do the job:
Experience / Qualifications
- Must show competence in the use of a range of computer packages evidenced by experience or formal qualification e.g. ECDL.
- Conversant with office procedures and systems and able to demonstrate prior experience of working in a secretarial or administrative role. Such experience is unlikely to have been achieved in less than 3 years related secretarial/administrative experience at a more junior level through which a thorough understanding of office procedures has been obtained.
- Recognised qualification in Administration equivalent to HNC in Secretarial Studies or Business Administration, or SVQ in Administration at Level 3, or significant relevant equivalent practical experience.
Specific Skills / Knowledge
- Advanced keyboard skills.
- 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 of not less than 4 weeks. There will be an ongoing requirement to have a personal development plan agreed with the manager which will include participation in training and development.
- Organisational skills, including ability to deal with a range of non-routine tasks, apply problem solving and manage conflicting demands.
Personal Attributes
- Team Player
- Attention to detail
- Highly motivated and enthusiastic
What we offer:
We offer a wide range of supportive policies designed to enhance your employee journey, including an 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: Nicola Muir Thomson, Business Administration Manager .
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.
Notes: 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 recognises the importance of work-life balance and is committed to offering a range of flexible working options where service needs allow.
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 login issues, please contact the Jobtrain Support Hub in the first instance.