NHS Greater Glasgow and Clyde is one of the largest healthcare systems in the UK employing around 40,000 staff in a wide range of clinical and non-clinical professions and job roles. We deliver acute hospital, primary, community and mental health care services to a population of over 1.15 million and a wider population of 2.2 million when our regional and national services are included.
The shift pattern is Wednesday, Thursday and Friday (12 hours).
Please note the salary is Pro Rata for part time hours.
Prison Healthcare provision is based around a model of care specifically aimed at delivering primary care, mental health and addiction services. The role of the administrator is to support professional healthcare staff within the Health Centre establishment in line with NHS policy and guidance.
The role involves providing a service to support the qualified staff to deliver an effective service for patients. The key function of the role is to deliver administration support within the Health Centre.
Prison Healthcare service provides a full range of clinical services and interventions to meet prisoner healthcare needs during their stay in Prison. Administration support also encompasses setting up arrangements for their liberation, which compliment and integrate with other services and agencies within the prison establishment and the community. The overall aim of the service is to improve the physical and mental health and wellbeing of prisoners.
The post holder will work with minimal supervision although guidance and assistance is available from line manager on a daily basis.
Administration tasks are delegated to administrator from members of the Health Care Team. The post holder will follows a daily routine and desk top instructions for the tasks to be undertaken as required.
The nature of the work may be routine or non-routine.

Main Duties:

• To receive clients and members of the public in a polite and helpful way and ensure they are dealt with appropriately and efficiently in terms of reception, respecting confidentiality at all times.
• To sort and handle internal/external mail and deliveries as appropriate.
• Maintaining and update computerised and manual systems.
• Accurate inputting of clinical data which may include outcome of attendance and onward referral.
• Maintain an efficient and effective filing system which may include retrieval of files from offsite storage, and/or files from other NHS departments, complying with the Data Protection Act.
• Typing of letters, correspondence and other documents when required.
• Operation of all office systems and machinery (see Systems and Equipment Section).
• Adhere to and comply with, Quality Assurance Guidelines, Policies and Procedures, e.g. Health and Safety.
• Undertake training as required. · Provide cross cover, if required, in line with duties above.
• To provide an efficient, confidential administrative service to the Health Centre staff to ensure efficiency
• Deal with telephone calls and face to face enquiries from staff groups, General Practitioners, Hospital staff, solicitors, patient’s relatives, and statutory and voluntary agencies to provide information
• Direct, prioritise and answer enquires as appropriate and seek advice when required
• Be present at departmental meetings taking notes, minutes and assisting in preparation of meetings.
• Ensure systems and processes are in place to provide efficient maintenance of health care records for prisoners past and present.
• Develop and maintain waiting lists for all specialists clinics e.g. dentist, optician, podiatrist, and BBV/ Sexual Health Services. Liaise with specialists to arrange clinic dates.
• Lists for clinics and operational staff to be compiled daily to ensure patients are available when required at Health Centre. Assemble medical records, clinic lists and outcome sheets for clinics.
• Arrange planned hospital appointments for patients and log in appointment diary. Liaise with medical and nursing staff, outside hospitals and SPS staff to organise hospital appointments to comply with escorting contract.
• Liaise with Clinical Manager regarding any special instructions e.g. fasting.

Systems:

• Internet
• Sharepoint
• Mircosoft Office Packages (Word, Excel and Powerpoint)
• Manual Health Care Records System
• SPIN (Scottish Prison Information Network)
• Vision (Computerised Medical Records)
• Excel statistic workbooks
• E learning to complete mandatory training
• Community Health Index (CHI)
• Email and Intranet
• Filing System
• Alarm Systems

Decisions and Judgements:
The post holder must be able to exercise discretion and be fully aware of the need of confidentiality.
Informal Contact: Stacy Quail, 0141 762 9688, Stacy.Quail@ggc.scot.nhs.uk.
Details on how to contact the Recruitment Service can be found within the Candidate Information Packs.
NHS Greater Glasgow and Clyde encourages applications from all sections of the community. We promote a culture of inclusion across the organisation and are proud of the diverse workforce we have.
By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We support applications from across the Armed Forces Community, recognising military skills, experience and qualifications during the recruitment and selection process.
NHS Scotland is reducing their full time working week from 37.5 to 37 hours per week from 1 April 2024 but with no change in pay. This reduction will also be applied pro rata for part time staff. This advert and any subsequent offer/contract of employment therefore reflects the new working hours. However, as not all service areas will be able to adopt the 37 hour working week immediately from 1 April 2024, you may be required to work up to an additional 30 minutes per week for a temporary period for which you would be paid until the service you are working in changes rosters or working patterns to accommodate the new reduced working week. If you have any questions or concerns please contact the Recruiting Board.
For application portal/log-in issues, please contact Jobtrain support hub in the first instance

• To receive clients and members of the public in a polite and helpful way and ensure they are dealt with appropriately and efficiently in terms of reception, respecting confidentiality at all times.
• To sort and handle internal/external mail and deliveries as appropriate.
• Maintaining and update computerised and manual systems.
• Accurate inputting of clinical data which may include outcome of attendance and onward referral.
• Maintain an efficient and effective filing system which may include retrieval of files from offsite storage, and/or files from other NHS departments, complying with the Data Protection Act.
• Typing of letters, correspondence and other documents when required.
• Operation of all office systems and machinery (see Systems and Equipment Section).
• Adhere to and comply with, Quality Assurance Guidelines, Policies and Procedures, e.g. Health and Safety.
• Undertake training as required. · Provide cross cover, if required, in line with duties above.
• To provide an efficient, confidential administrative service to the Health Centre staff to ensure efficiency
• Deal with telephone calls and face to face enquiries from staff groups, General Practitioners, Hospital staff, solicitors, patient’s relatives, and statutory and voluntary agencies to provide information
• Direct, prioritise and answer enquires as appropriate and seek advice when required
• Be present at departmental meetings taking notes, minutes and assisting in preparation of meetings.
• Ensure systems and processes are in place to provide efficient maintenance of health care records for prisoners past and present.
• Develop and maintain waiting lists for all specialists clinics e.g. dentist, optician, podiatrist, and BBV/ Sexual Health Services. Liaise with specialists to arrange clinic dates.
• Lists for clinics and operational staff to be compiled daily to ensure patients are available when required at Health Centre. Assemble medical records, clinic lists and outcome sheets for clinics.
• Arrange planned hospital appointments for patients and log in appointment diary. Liaise with medical and nursing staff, outside hospitals and SPS staff to organise hospital appointments to comply with escorting contract.
• Liaise with Clinical Manager regarding any special instructions e.g. fasting