PA & Administration Assistant Full Time NEW

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:

An exciting opportunity has arisen for a Personal Assistant/Admin Assistant within the Digital Services Directorate. You will be part of a small but pivotal and dynamic PA/Admin Team who provide personal admin support to the Director of Digital Services, Senior Management Team and wider Directorate business and resource functions contributing to the delivery of the Digital Strategy 2023-2028.

You should be educated to HNC level or have equivalent relevant practical experience working in a similar role. Excellent communication and organisational skills are essential as is the ability to use Microsoft packages including O365. Working within agreed parameters, candidates must have the ability to prioritise their own workload and to work flexibly to contribute to the team in supporting the Directorate’s administrative requirements across a range of functions. The role is varied with input to Digital Services business activities and as a result candidates must be agile and able to multitask. It provides an excellent development opportunity.

Key tasks include diary management, coordination of meetings and provision of secretariat support and administering basic data sets to support monitoring of various KPIs. A key element of the role is supporting meetings including minute taking and coordinating papers/follow up actions.

Please note, in line with current Government guidance, the role does not meet the eligibility criteria for a Health and Care Visa or Skilled Worker Visa therefore sponsorship is not available from NHSGGC in these instances.

Duration, Location, and Working Pattern:

The post is fixed term for 12 months working full-time, 36 hours per week within Monday to Friday, 9am to 5pm based at Smithhills Street, Paisley, with travel to other NHSGGC sites on occasion.

Key responsibilities:

• Provide high quality personal assistance and administrative service to designated Senior Management Team members.
• Act as first point of contact to those wishing to contact relevant designated Senior Management Team members.
• Deal with telephone and face to face enquiries or complaints from all staff groups, patients, relatives and carers, providing information as required, redirecting to other staff where appropriate or arranging for accurate and timely messages to be conveyed to designated Senior Management Team members.
• Prioritise and respond to mail on behalf of designated Senior Management Team members or draft more complex correspondence, responding in the interim as appropriate. Ensure that via prompting communication with relevant parties, matters receive attention on a timely basis and that outstanding replies to correspondence are progressed.
• Manage designated Senior Management Team members’ diaries proficiently, by forward planning of diary commitments, ensuring effective use of time, resolving conflicting demands within a busy schedule of meeting commitments.
• Ensures that designated Senior Management Team members are provided with all relevant papers for meetings on a timely basis.

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

• Recognised qualification in Administration equivalent to HNC in Secretarial Studies or Business Administration, or SVQ in Administration at Level 3, or significant relevant equivalent practical experience.
• High degree of organisational ability, together with excellent analytical, written and oral communication skills, with good command of the English language.
• Ability to handle and prioritise a diverse workload, including matters of a highly confidential and sensitive nature with diplomacy.
• The ability to engage with Executives, Directors and Senior staff in all disciplines, foster team working and high standards in an environment of rapidly changing priorities and tight deadlines is essential.
• Conversant with office procedures and systems and able to demonstrate prior experience in working in a secretarial or administrative role.

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:

Pauline Smith, Business Manager, [email protected].

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.

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• Show us the real you: Your application should reflect your skills, experience, and motivations authentically.
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• 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.

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.

By signing the 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.

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