Administration Assistant – Employee Directors Office Full Time

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

The post-holder is responsible for providing a high level of confidential personal assistance and wider administrative support to the Employee Director’s Office, Corporate Services. The post-holder is responsible for ensuring the administrative service they provide is effective and efficient

Duration, Location, and Working Pattern:

Permanent, Full time

Shift Pattern – Monday – Friday

JB Russell House, Gartnavel Royal Hospital

Key Responsibilities

• Provide high quality administrative assistance to designated Employee Director Team members.
• Act as first point of contact to those wishing to contact relevant designated Employee Director Team members.
• Deal with very sensitive and high-profile information in a professional manner.
• Provide administration support to the Employee Director’s Office including providing cover for the APF Administrator when on leave.
• Manage and filter face to face enquiries, incoming and outgoing correspondence and telephone calls which can be confidential and of a sensitive and/or of a contentious nature to ensure an efficient and effective service.
• Prioritise and respond to mail on behalf of designated Employee Director 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.
• Ensures that designated Employee Director Team members are provided with all relevant papers for meetings on a timely basis.
• Assist in arranging a variety of meetings, events and conferences under direction.
• Attend high level strategic or operational meetings and events and ensure that all necessary arrangements are made including booking venue, arranging room layout, notifying participants, issuing of agenda and supporting papers, writing up of minutes, their circulation, and ensuring follow up action is taken timeously with the relevant person, and status reported for next meeting.
• Type a variety of documents (correspondence, reports, statistical and financial data, and presentations) using various processing systems and tools from a variety of sources with a high degree of accuracy. This includes extraction of information from spreadsheets/dashboards and/or production of complex reports and presentations, collating and summarising information from a variety of sources.
• Source information to contribute to the Employee Director and Area Partnership Forum web pages and contribute to maintenance and upkeep of any information.
• Maintain and keep under review relevant filing systems (including, where appropriate, electronic database systems and electronic distribution systems relevant to work area) within protocol and standing working practise for the Employee Director, ensuring they are regularly identified for review to the respective managers for completeness and retention considerations maintaining confidentiality at all times.
• Build collaborative relationships, with other Administration staff across the organisations and externally and, where appropriate, liaise directly with the offices of the NHS Board Chief Executives and Executive Directors, other health organisations, partnership agencies, trade union representatives and members of the public ensuring that a customer and performance focus promotes a positive image of the organisation.

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 4, or significant relevant equivalent practical experience.
• Significant previous experience working at Senior/Director level within a large and complex organisation.
• 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 Corporate 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.
• Must show competence in the use of range of computer packages evidenced by experience in use of standard software systems e.g. MS Outlook or similar e-mail systems, MS Word, MS Excel, MS PowerPoint and Teams or formal qualification e.g. ECDL.
• Knowledge of the NHS environment is desirable, together with an understanding of the full range of organisational policies and procedures governing the role of the Board, its Executive and Non-Executive Directors and Corporate Managers.
• Provide support and cover for colleagues and on taking on new or different requirements as appropriate to 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

Kirstin McKenzie, APF Administrator – Kirstin.McKenzie@nhs.scot – 01412012248

Details on how to contact the Recruitment Service and the Recruitment Process:

This post may close early due 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.

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

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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