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Living Life Administrative Assistant

Are you an experienced administrator looking for a new opportunity?

Do you have experience of working in a fast-paced environment within a large organisation?

Are you passionate about engaging with others and working as part of a team to achieve shared goals?

Who We Are

As NHS Scotland's unique provider of a national tele-health and tele-care service, we are responsible for the delivery of health advice and information by telephone and online services to the population of Scotland 24 hours a day, 365 days a year. NHS 24 is a patient-focused service providing the people of Scotland with triage, advice, guidance, referral and information on health and healthcare services

Our Regional Centres are located at Hillington, Cardonald, Clydebank, South Queensferry, Dundee and Aberdeen. This post will be based in our Cardonald Regional Centre. NHS 24 also supports Hybrid Working for this role.

The Role

The post holder will support the Management team with Living Life’s administrative duties to provide administration support to the Mental Health & Living Life Clinical Services Manager and across the broader team functions as required. Act as the coordination point for the wider Living Life team and maintain an effective, professional relationship with all staff in and out with Living Life and NHS 24, thus projecting a positive corporate image.

Key Responsibilities

To provide administration support for various communication tools and activities, for the Living Life team within the contact centre. At all times maintaining and promote a strict code of confidentiality in all team dealings.

• Organise and minute a variety of formal and informal meetings, securing a suitable time for multiple attendees
• Organise room bookings, promoting the use of video conferencing systems to reduce the requirement for attendees to travel
• Support services by arranging telephone appointments with patients
• Production of formal minutes, some of the formal meetings the post holder will record minutes for, will be submitted onwards to senior management groups or committees
• Diary management, scheduling regular team and individual one-to-one meetings
• Review and maintain emails within the MH & LL CSM inbox responding to enquires where appropriate
• Support the management and scheduling of annual leave for the Living Life Team
• Processing and quality assurance of timesheets
• Monitor and report on the completion rate of mandatory training for the contact centre management team
• Seek to review administrative processes across the management team making recommendations for improvements. In addition, the post holder will propose potential changes/developments to existing processes and procedures directly linked to administrative working practices within Service Delivery
• Support Therapists in the collation and distribution of CBT materials to patients
• Maintain and promote a strict code of confidentiality in all business dealings
• To adhere to and develop organisational administrative policies and procedures. This will include Document Management and Control in line with the Freedom of Information Act
• Maintain and update the annual training schedule making necessary adjustments as required
• Work flexibly to plan daily tasks and manage time effectively

Successful Applicant will:

• Be an experienced administrator with excellent organisation and communication skills
• Have strong experience using Microsoft packages: Word, Excel, Power Point, Outlook etc
• The ability to navigate various systems such as SAP, SSTS, Finance, HR and more

Benefits

NHS 24 offers a complete benefits package, with a permanent contract on Band 3 25,468 to £27,486 (pro rata). Placement on salary scale is dependent on confirmation of previous relevant NHS service.

We also offer you many supportive policies to enhance your employee journey and have a comprehensive Employee Assistance Programme Provider, Cycle to Work Scheme, bursary scheme and a range of learning and development. As an NHS Scotland employee you will be entitled to:

• 35 days annual leave (rising to 41) pro-rata
• Development opportunities including study bursaries, e-learning and classroom based courses
• Enhanced pay for working public holidays
• Enrolment into the Scottish Public Pensions Agency (SPPA) pension scheme
• NHS discounts on goods and services
• HELP, employee support and assistance
  

This is an excellent opportunity for a motivated and experienced individual who is looking for a challenging and rewarding role that will contribute to the successful financial management of a public organisation.

Interested?

Please download the Job Pack and Person Specification for full details of NHS 24 and this opportunity as well as the Candidate Application Guide which will support you in your application.

We recommend that prior to application candidates read all the information provided in the Job Pack as it contains much of the information about NHS 24 and this vacancy to support a successful application.

Recruitment Timeline (subject to change)

• Subject to change

NHS 24 is an equal opportunities employer committed to advancing equality and particularly welcomes applications from groups of people currently underrepresented within the workforce. We are a committed participant in the Disability Confident Leader Scheme and guarantee to interview all disabled applicants who meet the minimum essential criteria for our vacancies.