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 Medical Secretary provides a comprehensive, high-quality secretarial and administrative service to Consultant(s) and their teams, supporting the delivery of efficient and patient-centred care. Acting as a key point of contact for patients, staff, and external professionals, the post holder helps coordinate patient pathways and ensures effective communication across the service.

The role involves managing correspondence, maintaining diaries, handling enquiries, and organising clinical information while maintaining strict confidentiality. The post holder is responsible for prioritising their workload, supporting service targets, and assisting with the smooth running of both inpatient and outpatient services through proactive planning and organisation.

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.

Duration, Location, and Working Pattern:

- Location based in Queen Elizabeth University Hospital
- Permanent Contract
- Part-time position (21.96 hours per week)
- Shift pattern for this post are Tuesday to Friday

Please note the salary is Pro Rata for part time hours. Key Responsibilities The following sets out the core responsibilities of the Medical Secretary. The frequency and extent to which the post holder carries out all duties may vary from speciality to specialty. o Complete personal assistant tasks relevant to supporting the departmental Consultant(s), including word processing, filing, audio-typing, scanning, photocopying and the composition of letters, medical reports and preparation of both straightforward or at times complex responses and requests to ensure efficiency in patient care. o Manage Consultant(s)/Team(s) diary to ensure effective time management. o Sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents are to be passed to the Consultant and which may be passed directly to others for action and information.

- Deal with telephone and face to face enquiries from all staff groups, patients, relatives, carers, providing information,



directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery, including where appropriate contacting patients at short notice to ensure attendance.
- Uploading patient referrals to SCI Gateway for processing where appropriate
- Run Discharge reports on TrakCare and send patient records to consultants for FDL dictation twice weekly.
- Responsible for making arrangements for the appointment of referrals to appropriate clinics and investigative departments (i.e. Ultrasound/biopsy etc) or arranging admissions/follow-up to facilitate the patient journey, taking into account urgency and length of wait.
- May be required to record and prepare draft minutes of meetings for review and approval by members of the Consultant team.
- Provide support for mentoring/training/shadowing of admin staff.
- Promote and display NHS Scotland core values of care and compassion, dignity and respect, openness, honesty and responsibility and quality and teamwork in the discharge of duties.
- Be a role model for NHSGGC organisational values, demonstrating professionalism and a behavioural approach which promotes the principles of dignity and respect for all.
- Comply with the requirements of the General Data Protection Regulations, Access to Health Records Act and legislation issued in relation to confidential data.

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

- HNC/SVQIII in Secretarial Studies/Business Administration or equivalent experience
- Proficient in use of software systems including Microsoft Office Packages
- Advanced keyboard skills
- Medical terminology
- Valuable organisational and communication skills
- Ability to work independently or as part of a team.
- Excellent interpersonal skills with the ability to demonstrate all-round professional attitude especially under pressure with deadlines and conflicting interests.

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 advantages
- 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, 07977 742015, [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.

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.

📌 Medical Secretary - Renal Department (Saskatoon)
🏢 NHS Scotland
📍 Saskatoon