Secretary - Social Work 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.

We are seeking a highly motivated person to be part of the social work administration team as a Secretary – The post holder will work directly to support a group of hospital Social Work staff. Workload is generated on a daily basis by Social Work staff, ward, medical referrals, telephone contact from external agencies, family/relatives and by patients themselves. They will provide a comprehensive secretarial and administrative service to a Team of Social Work staff, and input data and provide statistical information/reports on a day to day basis relating to Delayed Discharges across two hospital Sectors.

The role:

To provide a comprehensive secretarial and administrative service to a Team of Social Work staff, and to input data and provide statistical information/reports on a day to day basis relating to Delayed Discharges across two hospital Sectors. The post holder will work directly to support a group of hospital Social Work staff. Workload is generated on a daily basis by Social Work staff, ward, medical referrals, telephone contact from external agencies, family/relatives and by patients themselves. They will provide a comprehensive secretarial and administrative service to a Team of Social Work staff, and input data and provide statistical information/reports on a day to day basis relating to Delayed Discharges across two hospital Sectors.

Duration, Location, and Working Pattern:

• We are seeking a highly motivated person to be part of the social work administration team as a Secretary in the Queen Elizabeth University Hospital
• The shift pattern for this post is Monday to Friday, 08:30 to 16:30

Key responsibilities:

• Provide a high quality secretarial and administrative service for the Social Work Team, ensuring efficiency in patient care, prioritising workload accordingly
• 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
• Responsible for logging all referrals and directing to appropriate Social Work Teams and ensuring this is kept up to date and ensuring the accuracy of information contained within various systems
• Responsible for maintaining Social Work database
• Responsible for stationery stock control, through Health Board and Council resources, including ordering to ensure adequate resources available to Team
• Extract, collate and summarise basic data to enable preparation of standard verbal, written or statistical reports or returns, relating to delayed discharges to be provided to Health Board, Social Work and Scottish Government
• Record and prepare draft minutes of meetings, specifying decisions made to prevent delayed discharges
• Managing Social Work patient electronic case files, ensuring information is accurate and up to date
• Registration of all client information through the Social Work (CareFirst) information data system and ensuring information is accurate and up to date
• Ensure the transfer of appropriate information to Social Work Teams within Glasgow and other Local Authorities
• Transfer information to Authorities outwith Glasgow, ensuring that information is relayed to Health Board staff timeously to ensure an efficient service is provided
• More responsibilities can be found in the attached job description

Provide a high quality secretarial and administrative service for the Social Work Team, ensuring efficiency in patient care, prioritising workload accordingly

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

Responsible for logging all referrals and directing to appropriate Social Work Teams and ensuring this is kept up to date and ensuring the accuracy of information contained within various systems

Responsible for maintaining Social Work database

Responsible for stationery stock control, through Health Board and Council resources, including ordering to ensure adequate resources available to Team

Extract, collate and summarise basic data to enable preparation of standard verbal, written or statistical reports or returns, relating to delayed discharges to be provided to Health Board, Social Work and Scottish Government

Record and prepare draft minutes of meetings, specifying decisions made to prevent delayed discharges

Managing Social Work patient electronic case files, ensuring information is accurate and up to date

Registration of all client information through the Social Work (CareFirst) information data system and ensuring information is accurate and up to date

Ensure the transfer of appropriate information to Social Work Teams within Glasgow and other Local Authorities

Transfer information to Authorities outwith Glasgow, ensuring that information is relayed to Health Board staff timeously to ensure an efficient service is provided

More responsibilities can be found in the attached job description

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

• HNC/SVQIII in Secretarial Studies/Business Administration or equivalent experience
• Proficient IT skills, including a working knowledge of Microsoft Office package
• Advanced keyboard skills
• Good organisational and communication skills
• Ability to work under pressure

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

Proficient IT skills, including a working knowledge of Microsoft Office package

Advanced keyboard skills

Good organisational and communication skills

Ability to work under pressure

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:Admin manager, Alf Perez, [email protected], 07880 174 765

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.

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.

We are seeking a highly motivated person to be part of the social work administration team as a Secretary – The post holder will work directly to support a group of hospital Social Work staff. Workload is generated on a daily basis by Social Work staff, ward, medical referrals, telephone contact from external agencies, family/relatives and by patients themselves. They will provide a comprehensive secretarial and administrative service to a Team of Social Work staff, and input data and provide statistical information/reports on a day to day basis relating to Delayed Discharges across two hospital Sectors.

The role:

To provide a comprehensive secretarial and administrative service to a Team of Social Work staff, and to input data and provide statistical information/reports on a day to day basis relating to Delayed Discharges across two hospital Sectors. The post holder will work directly to support a group of hospital Social Work staff. Workload is generated on a daily basis by Social Work staff, ward, medical referrals, telephone contact from external agencies, family/relatives and by patients themselves. They will provide a comprehensive secretarial and administrative service to a Team of Social Work staff, and input data and provide statistical information/reports on a day to day basis relating to Delayed Discharges across two hospital Sectors.

Duration, Location, and Working Pattern:

• We are seeking a highly motivated person to be part of the social work administration team as a Secretary in the Queen Elizabeth University Hospital
• The shift pattern for this post is Monday to Friday, 08:30 to 16:30

Key responsibilities:

• Provide a high quality secretarial and administrative service for the Social Work Team, ensuring efficiency in patient care, prioritising workload accordingly
• 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
• Responsible for logging all referrals and directing to appropriate Social Work Teams and ensuring this is kept up to date and ensuring the accuracy of information contained within various systems
• Responsible for maintaining Social Work database
• Responsible for stationery stock control, through Health Board and Council resources, including ordering to ensure adequate resources available to Team
• Extract, collate and summarise basic data to enable preparation of standard verbal, written or statistical reports or returns, relating to delayed discharges to be provided to Health Board, Social Work and Scottish Government
• Record and prepare draft minutes of meetings, specifying decisions made to prevent delayed discharges
• Managing Social Work patient electronic case files, ensuring information is accurate and up to date
• Registration of all client information through the Social Work (CareFirst) information data system and ensuring information is accurate and up to date
• Ensure the transfer of appropriate information to Social Work Teams within Glasgow and other Local Authorities
• Transfer information to Authorities outwith Glasgow, ensuring that information is relayed to Health Board staff timeously to ensure an efficient service is provided
• More responsibilities can be found in the attached job description

Provide a high quality secretarial and administrative service for the Social Work Team, ensuring efficiency in patient care, prioritising workload accordingly

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

Responsible for logging all referrals and directing to appropriate Social Work Teams and ensuring this is kept up to date and ensuring the accuracy of information contained within various systems

Responsible for maintaining Social Work database

Responsible for stationery stock control, through Health Board and Council resources, including ordering to ensure adequate resources available to Team

Extract, collate and summarise basic data to enable preparation of standard verbal, written or statistical reports or returns, relating to delayed discharges to be provided to Health Board, Social Work and Scottish Government

Record and prepare draft minutes of meetings, specifying decisions made to prevent delayed discharges

Managing Social Work patient electronic case files, ensuring information is accurate and up to date

Registration of all client information through the Social Work (CareFirst) information data system and ensuring information is accurate and up to date

Ensure the transfer of appropriate information to Social Work Teams within Glasgow and other Local Authorities

Transfer information to Authorities outwith Glasgow, ensuring that information is relayed to Health Board staff timeously to ensure an efficient service is provided

More responsibilities can be found in the attached job description

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

• HNC/SVQIII in Secretarial Studies/Business Administration or equivalent experience
• Proficient IT skills, including a working knowledge of Microsoft Office package
• Advanced keyboard skills
• Good organisational and communication skills
• Ability to work under pressure

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

Proficient IT skills, including a working knowledge of Microsoft Office package

Advanced keyboard skills

Good organisational and communication skills

Ability to work under pressure

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:Admin manager, Alf Perez, [email protected], 07880 174 765

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.