Business Support Assistant - Support Services

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 Business Support Service provides a comprehensive, high quality administrative service to the staff across the diverse services within the HSCP, responding to service user enquiries, their needs/requirements and referrals across the services within the required timescales. This is a professional and committed service where staff strive for continual improvement by regularly reviewing and tailoring the service to ensure the delivery of an efficient and effective support service across the Inverclyde area.

The primary / community health service is delivered in Health Centres, clinics and through a variety of office bases across each of the Services.

The purpose of the HSCP is to:

• manage local NHS & SW Services;
• improve the health of its population and close the inequalities gap;
• drive the local implementation of the quality strategy ensuring person centred, safe and effective care;
• achieve better specialist health and social care for its population;
• ensure effective processes to engage in services for Adult, Older People and Children's services;
• work closely with NHS Greater Glasgow and Clyde and Inverclyde Council to deliver effective integrated services where appropriate;
• ensure resources are used effectively and efficiently in the provision of health & social care services;
• modernise community health & social care services;
• deliver effective engagement with contractors;
• work with local communities to ensure they influence decisions;
• ensure service users and frontline health and social care professionals are fully involved in service delivery, design and decisions.

Duration, Location, and Working Pattern: Permanent, Full time

Shift Pattern - Monday - Friday

Base location - Crown House

Key responsibilities: Administrative & Front of House Support

• Provide comprehensive administrative and secretarial support to a multi disciplinary team.
• Handle telephone, email, and face to face enquiries, prioritising and directing them appropriately.
• Welcome and assist visitors, including patients and the public.
• Manage room bookings and ensure appropriate room setup.
• Arrange, amend, and record patient appointments using electronic systems.
• Book interpreters and provide reception cover when required.

Mail & Communication Handling

• Receive, sort, and distribute incoming mail and deliveries.
• Prepare outgoing mail via internal, Royal Mail, or courier services.

Document & Data Production

• Produce accurate documents such as letters, reports, presentations, and clinical correspondence (including audio typing).
• Input clinical and non clinical data, including attendance outcomes and referrals.
• Photocopy, scan, and circulate materials as needed.

Meeting & Event Support

• Prepare meeting papers and support meeting arrangements.
• Book venues, set up rooms, notify attendees, issue agendas, take minutes, and follow up on actions.

Records & Systems Management

• Operate the team's single point of access and process referrals.
• Maintain records for keys, equipment loans, attendance, absence, and sickness.
• Collate performance data and prepare monitoring reports.
• Maintain filing systems, including electronic databases, registrations, and permits.
• Coordinate staff rotas and support training programme administration.

Procurement & Finance

• Prepare and record procurement requisitions and monitor progress.
• Order supplies, uniforms, and patient equipment; maintain stock control.
• Process invoices and handle cash in line with financial procedures.

Staff Support & Health & Safety

• Use office equipment safely and report defects.
• Support health and safety within the work area.
• Respond to alarm activations following protocols.
• Provide cross cover and support to other administrative staff.

Complaints & Feedback

• Handle patient feedback, concerns, and complaints sensitively and in line with policy.
• Provide information on NHS complaints processes and assist with recording complaints when needed.

Prescription Administration (EMIS PCS)

• Update prescribing plans daily following clinics.
• Print and record prescriptions (approx. 650+ weekly).
• Maintain prescription records, folders, and data backups.
• Use relevant systems to retrieve prescription information.

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

• Must be able to demonstrate competence in the use of range of computer packages evidenced by experience or formal qualification e.g. ECDL
• Must show knowledge of working in an office environment and of operation of office equipment and systems.
• Conversant with office procedures and systems and able to demonstrate prior experience of working in a secretarial or administrative role.

Specific Skills/ Knowledge

• Must be able to demonstrate advanced keyboard skills.
• Must be able to demonstrate proficient typing skills, including audio typing.
• 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.
• Should be willing to participate in short courses or more formal training opportunities to improve skill level e.g. through achievement of SVQ in Administration at Level 2 or 3.
• There will be an on-going requirement to have a personal development plan agreed with the manager which will include participation in training and development to develop and update skills as service develops and evolves.
• Organisational skills, including ability to deal with a range of non routine tasks, apply problem solving skills and ability to manage conflicting demands.

Personal Attributes

• Team player
• Attention to detail
• Highly motivated and enthusiastic
• Time management skills

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: Gillian McClelland, Business Support Coordinator

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.

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.

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