Personal Assistant - Renal Department

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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 provides an extensive and comprehensive administrative service to Senior Management staff (including General Managers, Service Managers and Lead Nurses). They act as the focal point for communication within the management offices, ensuring smooth day‑to‑day operations and maintaining strong links across the Service, NHSGGC, and external agencies.

All 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.

Duration, Location, and Working Pattern:

Part-time, Fixed Term

Base location - Queen Elizabeth University Hospital

Working Pattern: Tuesday to Friday 09:00 - 14:00

Key responsibilities:

• Communication coordination — Acts as the central contact for the service, NHSGGC management, and external agencies, ensuring all enquiries are handled promptly, appropriately, and confidentially.

• Diary and appointment management — Oversees the Senior Manager’s schedule, prioritising meetings and reducing unnecessary interruptions.

• Documentation production — Prepares accurate reports, documents, and correspondence efficiently.

• Data collation — Gathers and presents data to support papers and reports.

• Meeting support — Attends meetings, takes minutes, and circulates relevant documentation.

• Information management — Maintains organised manual and electronic filing systems.

• Presentation creation — Produces high‑quality visual presentations within required deadlines.

• Email oversight — Manages the Senior Manager’s inbox and drafts timely responses.

• Staff monitoring support — Assists with attendance processes and arranges HR‑related meetings.

• System updates — Compiles and updates information for SSTS and bank systems for approval.

• EESS administration — Records sickness, terminations, and processes HR paperwork such as parental leave and engagement forms.

• Routine reporting — Supports monthly statistics, fire audits, and health & safety reporting.

• Recruitment administration — Prepares VRFs, supports vacancy processes, and ensures timely submission for local meetings.

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

• HNC/SVQIII in Secretarial Studies/Business Administration or equivalent experience

• Minute-taking skills

• Proficient in the use of software systems, including Microsoft Office Packages

• Advanced keyboard skills

• Excellent organisational, communication and problem-solving skills

• Ability to work independently or as part of a team, with the ability to manage and prioritise own workload

• Excellent interpersonal skills with the ability to demonstrate an all-round professional attitude, especially under pressure with deadlines and conflicting interests.

• Microsoft Office 365 — Proficient use of Word, Excel, PowerPoint, Outlook, Teams, SharePoint, and awareness of new functionality.

• SSTS — Understanding and updating staff time systems.

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:

Linda Kelly, Renal & CIC Admin Manager - View email address on apply.jobs.scot.nhs.uk - View phone number on apply.jobs.scot.nhs.uk

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.

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.

For application portal or log-in issues, please contact the Jobtrain Support Hub in the first instance.