Business Support Assistant - Specialist Children’s 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.

Specialist Children’s Services (SCS) is hosted by East Dunbartonshire HSCP and is responsible for the provision of Community Paediatric, Child and Adolescent Mental Health Services (CAMHS) and Specialist Hosted Services across Greater Glasgow and Clyde. Services within SCS are delivered in 7 geographical areas:
North East, North West and South Areas in Greater Glasgow; and Renfrewshire, East Renfrewshire, West Dunbartonshire and Inverclyde in Clyde.

Duration, Location, and Working Pattern:
Permanent, Part time. Shift Pattern - Monday, Wednesday, Thursday, Friday. Base location - Skylark, Inverclyde Royal Hospital.

• Core Administrative & Front Facing Duties:
  Provide high-quality administrative and secretarial support to the team.
• Handle telephone, email, and face-to-face enquiries, prioritising and directing them appropriately.
• Welcome and assist visitors, including patients and the public.
• Book rooms and ensure appropriate setup.
• Arrange and amend patient appointments using electronic systems.
• Book interpreters when required.

• Mail, Communication & Document Production:
  Receive, sort, and distribute incoming mail and deliveries.
• Prepare outgoing mail via internal systems, Royal Mail, or courier.
• Monitor generic team email accounts and take appropriate action.
• Produce accurate documents such as letters, reports, and presentations (including audio typing).
• Input clinical and nonclinical data and manage onward referrals.
• Photocopy, scan, and circulate materials.

• Meeting & Event Support:
  Prepare and collate meeting papers. Arrange meetings and events, including venue booking, room layout, agendas, minutes, and follow-up actions.

• Records, Systems & Operational 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 rotas to ensure service cover;
  Support administration of training programmes.

• Procurement & Financial Tasks:
  Record procurement processes and prepare requisitions;
  Order supplies, uniforms, and patient equipment; maintain stock control;
  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 Handling:
  Manage patient feedback, concerns, and complaints in line with NHS policy;
  Provide information on complaints procedures and assist with recording feedback when needed.

Experience / Qualifications

• Must be able to demonstrate competence in the use of a 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. SVQ in Administration at Level 2 or 3.
• There will be an ongoing requirement to have a personal development plan agreed with the manager including 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 manage conflicting demands.

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

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,…