Team Secretary Long Term Conditions Services

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 Long Term Conditions AHP Team provide an essential and specialised therapy service for all patients referred to the team diagnosed with long term conditions and/or other multi-morbidities.

The team will work remotely with a base in Gorbals Health Centre and Rowan Business Park in Govan providing a service to all general practices within the six HSCPs within NHSGGC boundaries.

The department provides:

• highly specialist care and advice
• support and expert advice including Supported Self-Management techniques
• Signposting to community resources and digital solutions
• Quality out-comes for the patients referred to these services

All staff within the Services must comply with NHSGGC Policies in addition to this qualified staff will comply with Chartered Society of Physiotherapy (CSP) or British Association of Occupational Therapy (BAOT) Professional Standards and Code of Conduct and HCPC Standards of Proficiency.

Duration, Location, and Working Pattern:

Fixed Term, 11 Months - Full time

Shift Pattern - Monday - Friday 9-5

Base location - Hybrid/ touchdown space at Rowan Business Park

Key responsibilities:

Core Administrative & Secretarial Support

• Delivers highquality admin and secretarial services, including general and audio typing.

• Manages diaries, appointments, room bookings, hospitality, and interpreter arrangements.

• Handles telephone and facetoface enquiries, prioritising and directing queries appropriately.

• Processes incoming and outgoing mail, monitors email accounts, and manages deliveries.

Information & Document Management

• Records new referrals and updates patient information systems.

• Maintains filing systems and patient records (paper and electronic).

• Updates standard operating procedures when directed.

• Photocopies, scans, circulates documents, and prepares materials for meetings or clinics.

Patient Interaction & Service Support

• Arranges and amends patient appointments.

• Provides information on NHS complaints and feedback processes, responding to straightforward enquiries.

• Helps organise and support outpatient clinics.

Meetings & Coordination

• Organises meetings and events, including venues, agendas, papers, and followup actions.

• Attends meetings and produces minutes or action notes.

• Contributes suggestions for improving operational systems.

Records, Systems & Compliance

• Maintains confidentiality in line with Data Protection and Information Security policies.

• Records staff attendance, absence, and sickness using relevant systems.

• Supports training programme administration.

• Adopts a flexible approach to maintain efficient service delivery.

Procurement & Supplies

• Prepares and records procurement documentation.

• Orders supplies, manages stock control, and arranges patient equipment as required.

Health, Safety & Staff Responsibilities

• Operates office equipment safely and reports defects.

• Takes responsibility for personal and workplace health and safety.

• Responds to alarm activations following agreed protocols.

• Handles complaints in line with local procedures.

• Participates in EKSF and maintains a personal development plan.

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 systems. This may be through formal training or work experience.
• Should be willing to participate in short courses or more formal training opportunities to improve skill level e.g. through achievement of SVQ in Administration at Level 2 or 3.
• 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.
There will be an on-going requirement to have a personal development plan agreed with the manager which will include participation in training and development.

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:
Kirsty Hamilton AHP team lead Long Covid Services via e-mail kirsty.hamilton9@nhs.scot or by telephone 07855 988 811

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. Due to the volume of applications that we receive, we will not be able to provide shortlisting feedback.

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.

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.

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