Team Secretary

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:

Glasgow City CHP is responsible for the provision of primary care, community and mental health services to the people of , and for improving health and well being. The CHP covers the geographical area of Glasgow City Council, a population of 588,470. The CHP has 3,140 whole time equivalent (WTE) staff, and a combined budget of approximately £520m. Services within the CHP are delivered in three geographical sectors:

• North East Glasgow with a population of 177,649;

• North West Glasgow with a population of 190,332; and

• South Glasgow with a population of 220,489.

The Corporate and three Sector Offices are the main managerial centres for the CHP.

A comprehensive range of mental health services is provided across each of the sectors. The community mental health service is delivered in Resource Centres, Health Centres, Clinics and through a variety of office bases across each of the Sectors. In Patient services are delivered in mental health hospitals. The CHP also hosts specialist mental health services that are provided across NHS Greater Glasgow and
.

The purpose of the CHP is to:

• manage local NHS 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 care for its population
• ensure an effective NHS process to engage in community care and children’s service planning
• work closely with Glasgow City Council to deliver effective integrated services where appropriate
• lead NHS participation in joint and community planning in
• modernise community health servicesintegrate community and specialist health care through clinical and care networks
• work with local communities to ensure they influence decisions
• ensure patients and frontline health care professionals are fully involved in service delivery, design and decisions

Duration, Location, and Working Pattern:

Permanent, Full time

Shift Pattern - Monday – Friday 0900-1700, 1 day 1630 finish

Parkhead Hub

Key responsibilities:

The post holder will be expected to undertake most or all of the following responsibilities:-

General

• Provide a high quality administrative and secretarial service to the Team
• General typing and audio typing of correspondence as required.
• Manage diary commitments proficiently, to ensuregood time management.
• Deal with telephone and face-to-face enquiries from all staff groups, patients, relatives, carers providing information, directing and prioritising queries as appropriate to ensure efficiency and effectiveness of service delivery.
• Receive visitors (including patients and members of the public) to the premises in a polite and helpful way in accordance with local procedures.
• Book rooms using electronic or paper formats and ensure that rooms are set up appropriately. Arrange hospitality where appropriate.
• Arrange and amend appointments for patients both face to face and by telephone.
• To book interpreters as required for clinical appointments.

Complaints/Feedback

• Provides information and advice to patients and others on NHS complaints and feedback arrangements. Responds directly to straightforward enquiries or refers matters for consideration by clinical staff/service managers.

Mail

• Receives and arranges the distribution of mail.
• Processes mail for despatch using the appropriate method e.g. internal, royal mail or courier.
• Monitors e-mail accounts as required and takes appropriate actions
• Receives deliveries and ensure that they are passed to the appropriate recipient.

Production of Material

• Record new referrals from GP’s and other service users by entering patient and GP details using Patient Information Management System, ensuring case notes are requested in time for clinics and also in time for weekly referral meeting.
• Updating standard operating procedures as directed.
• Undertakes photocopying/scanning and circulation of material.
• Ensure documents pertaining to the Mental Health Legislation are processed within timescales.

Meetings

• Attends team meetings, records minutes or action notes as required and contributes suggestions for improvement in operational systems
• Assists in making arrangements for meetings/events including booking venue, arranging room layout notifying participants, issue of agenda and supporting papers, drafting of minutes and their circulation. Undertakes any necessary follow up action as directed.

Records/Systems Management

• Is aware of the requirement to maintain the confidentiality of both personal data and patient/client files also applies appropriate systems to preserve the confidentiality of information, following the requirements of the Data Protection and Information Security Policies.
• Keeps records of the issue of keys and loan of equipment to staff members and ensures that valuable items of equipment are kept secure when not in use.
• Compiles records of attendance, absence and sickness for designated staff using paper or electronic systems e.g. SSTS, EESS.
• Prepare, plan and organise all aspects of the out-patient clinic where applicable.
• Maintain and keeps up to date relevant filing systems and patient files (including electronic database systems). This may include professional registrations and medical parking permits. Required to bring to management attention any anomalies/failings of the above.
• A flexible approach required to maintain efficiency of service delivery.
• Participate in E-KSF process and have a PDP in place
• Administer / co-ordinate Training Programmes as directed.

Procurement

• Is responsible for recording procurement processes e.g. preparing (paper or electronic) indents for approval, recording and monitoring the process of procurement.
• Responsible for ordering supplies and for stock control, including ordering uniforms and patient equipment as directed.
• Cash Handling in accordance with Standing Financial Instructions

Staff Responsibilities and Health & Safety

• Ensures familiarity with all office equipment to enable safe operation of that equipment.
• Responsible for own health and safety arising from immediate work area and in respect of others to the extent of reporting any defects to line manager and taking reasonable precautions to reduce harm to others.
• Responds to alarm activations in accordance with agreed protocols.
• Deals appropriately with any complaints in accordance with agreed local procedures.
• Has responsibility for supporting other administrative staff within the department as a colleague, in providing cross cover on an agreed basis across the Sector.

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

Post-holder:-

• Must show 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. This may be through formal training or work experience.
• 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.
• Requires good command of verbal and written English.
• Requires knowledge of organisation and department gained through prior experience within the organisation, induction or short period of orientation.
• 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.

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