Administrative Assistant – Hotel Services 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

Band 2 roles are not eligible for sponsorship under the Skilled Worker or Health and Care Worker visa routes.

All other roles will be assessed for sponsorship eligibility in line with current Home Office requirements. NHS Greater Glasgow and Clyde (NHSGGC) can only issue a Certificate of Sponsorship (CoS) where these are met.

The Hotel Services Department contributes to a high standard of patient care through the provision of the best quality and value for money services, including, directly managed Core Cleaning, Patients Personal Clothing Laundry and Housekeeping, Production Catering and Associated Food and Beverage Service and Dishwashing, Porter Messenger and Driving, Grounds Maintenance and Switchboard Services.

The department operates and is represented at all levels across the organization linking in both strategically and operationally with clinical user groups, shared services providers, service users, professional and advisory groups and partnership groups.

All functions included within Hotel Services are developed, designed, co coordinated, delivered and reviewed in conjunction with our various Service Users ensuring we continue to understand our clients’ environment and their ongoing needs and expectations from both the specific service area and the personnel.

The post-holder operates to provide Admin support to the Hotel Service Manager and assistant Hotel Service Manager.

The post-holder will undertake routine administrative and clerical support to the managers/team alongside traditional admin functions.

The post holder is expected to progress aspects of work in a confidential manner.

Duration, Location, and Working Pattern:

• Location based in Dykebar Hospital
• Permanent Contract
• Part-time Position (34.2 hours per week)
• Shift pattern for this post are Monday to Friday 08.30 16.30

Please note the salary is Pro Rata for part time hours.

Key Responsibilities

• Provides secretarial and administrative service to line managers and associated team responsible for Hotel Services within Partnership Facilities department .
• Deals with telephone and face to face enquiries received in the office, responding to these or redirecting to another team member as required.
• Prepares responses to routine mail on behalf of managers, using standard form letters, where appropriate.
• Ensures that accurate and timely messages are recorded and conveyed to manager and colleagues, as appropriate.
• Types variety of documents (correspondence, reports, statistical and financial data, presentations) from a variety of sources with a high degree of accuracy.
• Collates information from a variety of sources for input to reports and returns on behalf of the line managers.
• Maintains and keeps up to date relevant filing systems (including, where appropriate, electronic database systems).
• Compiles records of attendance, absence and sickness for designated staff.
• Please refer to the job description and person specification for further details.

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

• 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 routine systems. This may be through formal training or work experience.
• 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

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

Annette Gibson, Integrated services Manager, On 0141 211 6406 or email Annette.Gibson@nhs.scot

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

AI tools like ChatGPT or Copilot can be great for planning and preparing your application, but your answers must be your own.

• Show us the real you: Your application should reflect your skills, experience, and motivations authentically.
• Use AI wisely: It’s fine to use AI for ideas or to check spelling and grammar, but don’t let it write your answers.
• 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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