Personal Assistant - Interface/Flow Navigation Centre in Glasgow

NHS Greater Glasgow and Clyde (NHSGGC) is one of the largest healthcare systems in the United Kingdom, employing approximately 40,000 staff across clinical and non-clinical professions. The organisation delivers acute hospital, primary, community and mental health services to a population of over 1.15 million people, with broader coverage of 2.2 million when regional and national services are included.

The Flow Navigation Centre (FNC) provides virtual urgent care assessments for patients from across the Health Board. Referrals come from a variety of services including NHS24, Care Homes, General Practice, Community Pharmacy and the Scottish Ambulance Service. Following a virtual assessment by a FNC Clinician, patient outcomes may include self-care, Minor Injury Unit appointment, Emergency Department attendance, or referral to a 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 the service. The Personal Assistant provides comprehensive administrative support to the Senior Management and Clinical Teams, including diary management, arranging meetings, preparing agendas, minute taking, prioritising and handling routine correspondence and e‑mails. This is an excellent position for an ambitious individual with experience in providing support at Senior Management level.

Duration, Location, and Working Pattern

There are 2 permanent posts available at 36 hours per week. Base location is 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, NHSGGC management, external agencies and ensure enquiries are dealt with timeously with relevant information or passed to the appropriate person.
• Maintain confidentiality in line with local, national and Board protocols.
• To assist the Senior Manager by arranging appointments, acting as a contact point for all callers to the office, and resolving issues while advising on appropriate communication channels to minimise interruptions.
• To maintain and update diaries for the Senior Manager and arrange and prioritise meetings as appropriate.
• To produce accurate documentation, correspondence and reports, including routine and non‑routine letters in a prompt and efficient manner.
• To collate, extract and present data for the Senior Manager to enable preparation of papers and reports for meetings.
• To attend meetings as minute taker and ensure minutes and related documentation are circulated to relevant individuals in preparation for meetings.

Knowledge, training, qualifications and/or experience

• HNC/SVQIII in Secretarial Studies/Business Administration or equivalent experience.
• Minute taking skills.
• Proficient in Microsoft Office Packages.
• Advanced keyboard skills.
• Excellent organisational, 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 a professional attitude under pressure with deadlines and conflicting interests.

What we offer

We offer supportive policies to enhance the 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.

Equality, Diversity and Inclusion

NHS Greater Glasgow and Clyde recognises the importance of work‑life balance and offers flexible working where service needs allow. We encourage applications from all sections of the community and are committed to promoting equality, diversity and inclusion. We are a Forces Friendly Employer, welcoming applications from the Armed Forces Community.