Senior Business Support Assistant - Specialist Children’s 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:

We are recruiting to the role of Senior Business Support Assistant within NHSGGC Specialist Children’s Services central management team.

Specialist Children’s Services (SCS) provides clinical services for children and young people who have severe, enduring and complex mental health, disability and neurodevelopmental profiles. SCS is hosted by East Dunbartonshire HSCP and is responsible for the provision of Specialist Paediatric Services (SCPT), Child and Adolescent Mental Health Services (CAMHS) and Specialist Hosted Services across Greater Glasgow and Clyde.

It is a requirement that the individual has a wide administrative experience and is able to support, encourage and engage with others. The post-holder will contribute significantly to the achievement of the senior management team through efficient provision of a variety of secretarial and administrative duties. The post-holder works independently for much of the time and demonstrates a clear understanding of NHSGGC SCS services.

You must be flexible in approach and able to manage a variable workload effectively at times of pressure. Corporate business support experience is desirable as well as previous experience of complaints, HR, eESS and SSTS. There is a requirement to have highly developed IT skills.

Working knowledge of NHS organisation and governance procedures & policies is also desirable.

Please note this post provides business support to the senior management team of Specialist Children’s Services and is not a patient-facing role.

Duration, Location, and Working Pattern:

• Location based in Templeton Business Centre
• Permanent Contract
• Part time (18.5 hours per week)
• Shift Pattern for this post is TBC within office hours 9am – 5pm

Key responsibilities:

General

• Provide comprehensive secretarial and administrative support to the multi‑disciplinary team.
• Manage patient appointments using electronic systems.
• Handle and prioritise telephone and face‑to‑face enquiries.

Provide comprehensive secretarial and administrative support to the multi‑disciplinary team.

Manage patient appointments using electronic systems.

Handle and prioritise telephone and face‑to‑face enquiries.

Production of Material

• Produce accurate documents, reports and presentations from various sources.
• Assist in compiling SOPs, action plans and related documents.
• Support workforce information systems and planning.
• Assist with surveys, audits, statistics and follow‑up actions.

Produce accurate documents, reports and presentations from various sources.

Assist in compiling SOPs, action plans and related documents.

Support workforce information systems and planning.

Assist with surveys, audits, statistics and follow‑up actions.

Meetings

• Prepare agendas, briefing notes and supporting papers.
• Chair admin meetings, issue minutes and action outcomes.

Prepare agendas, briefing notes and supporting papers.

Chair admin meetings, issue minutes and action outcomes.

Budget Monitoring / Procurement

• Supervise admin and supplies budgets, including petty‑cash travel expenses.
• Ensure financial processes comply with Standing Financial Instructions.

Supervise admin and supplies budgets, including petty‑cash travel expenses.

Ensure financial processes comply with Standing Financial Instructions.

Records / System Management

• Maintain attendance, absence and sickness records and submit payroll returns.
• Operate the single point of access and track referrals.
• Maintain clinical and correspondence filing systems.
• Update local systems, procedures and protocols.
• Oversee administrative systems, including referral‑tracking processes.
• Support implementation of new services and service redesign.

Maintain attendance, absence and sickness records and submit payroll returns.

Operate the single point of access and track referrals.

Maintain clinical and correspondence filing systems.

Update local systems, procedures and protocols.

Oversee administrative systems, including referral‑tracking processes.

Support implementation of new services and service redesign.

Staff Responsibilities

• Supervise and motivate business support staff, ensuring cover for core tasks.
• Contribute to KSF/PDP reviews and arrange training.
• Support sickness and absence management.
• Assist with recruitment, induction and training of admin staff.

Supervise and motivate business support staff, ensuring cover for core tasks.

Contribute to KSF/PDP reviews and arrange training.

Support sickness and absence management.

Assist with recruitment, induction and training of admin staff.

Complaints / Feedback

• Handle patient feedback and complaints in line with policy.
• Provide information on complaints processes and assist with recording feedback.

Handle patient feedback and complaints in line with policy.

Provide information on complaints processes and assist with recording feedback.

Building

• Resolve day‑to‑day operational issues with Estates and other services.
• Support coordination of building works and refurbishments.

Resolve day‑to‑day operational issues with Estates and other services.

Support coordination of building works and refurbishments.

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

Experience / Qualifications

• Must be able to demonstrate competence in the use of range of computer packages evidenced by experience or formal qualification e.g. ECDL
• Recognised qualification in Administration equivalent to HNC in Secretarial Studies or Business Administration, or SVQ in Administration at Level 3, or significant relevant equivalent practical experience.
• Conversant with office procedures and systems and able to demonstrate prior experience of working in a secretarial or administrative role.

Specific Skills/ Knowledge

• Must be able to demonstrate advanced keyboard skills.
• Must be able to demonstrate excellent typing skills, including audio typing.

• Good command of verbal and written English.
• Thorough knowledge of own department and organisation gained through prior experience within the organisation, induction, or period of orientation of not less than 4 weeks.
• 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 to develop and update skills as service develops and evolves.
• Organisational skills, including ability to deal with a range of non-routine tasks, apply problem solving skills and ability to manage conflicting demands.

Personal Attributes

• Team player
• Attention to detail
• Highly motivated and enthusiastic
• Highly developed time management skills

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:Vicki Kerr, Assistant Business Support Manager - Victoria.Kerr@nhs.scot - 0141 277 7475

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.

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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.

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