Personal Assistant B4

The role:

The Department provides a full range of professional administrative, secretarial and clerical services which support clinical staff to deliver high quality, efficient and effective patient-centered care within Acute Services, in line with local and national standards.

Duration, Location, and Working Pattern:

Fixed Term - 6 Months, Full time

Queen Elizabeth University Hospital

Shift Pattern - Monday - Friday

Key responsibilities:

The following sets out the core responsibilities of the Personal Assistant. The frequency and extent to which the post holder carries out all duties may vary from area to area.

• Act as a key internal and external contact, liaising with NHSGGC management and external agencies, ensuring enquiries are handled timeously, appropriately and confidentially in line with all protocols.
• Support the Senior Manager by managing their diary and working day, acting as the main point of contact for callers and visitors, resolving issues using initiative and minimising inappropriate interruptions.
• Produce accurate correspondence, reports, minutes and presentations, collating and presenting data to support meetings and decision-making.
• Create and maintain effective manual and electronic filing and bring-forward systems to ensure timely action and information retrieval.
• Manage email correspondence and incoming mail, ensuring timely responses and follow-up.
• Support HR, workforce and recruitment processes, including attendance management, sickness absence, rotas, registrations, induction, training and appraisal documentation.
• Compile and update administrative systems, statistics, audits, returns, budget trackers and service documentation within agreed timescales.
• Provide administrative support for cancer tracking, complaints management, treatment requests, procurement and travel arrangements.
• Provide team cover as required and uphold NHSGGC standards, NHS Scotland core values, organisational values and all data protection and confidentiality requirements at all times.

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

• HNC/SVQIII in Secretarial Studies/Business Administration or equivalent experience
• Minute taking skills and proficient in use of software systems including Microsoft Office Packages
• Advanced keyboard skills and 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
• 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:

Sam Doonan, Service Support Manager -

Details on how to contact the Recruitment Service and the Recruitment Process: Information for candidates

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.

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.