Total 3 Manager level Administrative / Clerical job vacancies in Glasgow, G61 3NN, Glasgow, G61 3NN

Key Result Areas Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include: Transcription Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance. Outcomes, Results and Clinics - Tracking of results/ appointments and highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc, to ensure that RTT guidelines are achieved for patients. Specialty Specific Support - Providing a comprehensive secretarial support to the consultant surgeons whilst being the first point of call for patients, GPs, family members and other professional colleagues and organisations. - Regularly informing the Secretary Supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc - Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc Service Improvement - Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements. -As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately. Team-working - To work cohesively with the Secretary Supervisor to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards - To cover colleagues during absences/annual/sick leave as directed. You may also be required to undertake job rotation for cross cover as well as for development and training purposes. - Undertaking routine office duties including electronic note tracking, photocopying and filing of correspondence and results and maintenance of records. - Liaise with relevant team members to ensure that any process changes run smoothly and efficiently. - Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.

College of Social Sciences
School of Law

Personal Assistant to the Head of School
Vacancy Reference: 155352
Salary: UofG Grade 5, £26,038 - £30,505 per annum

The University of Glasgow has been changing the world for more than 572 years. Today, we are one of the world's top 100 universities and ranked 13th in the world in the Times Higher Education (THE) World Impact Rankings 2023, demonstrating that we are not only one of the best universities in the United Kingdom, but one of the best universities for the world. Our people have always been at the forefront of innovation, and our past achievements inspire our current world changers.

An exciting and rare opportunity has arisen for a Personal Assistant to the Head of School to join the School of Law on a permanent basis.

In this role, the successful candidate will deliver a proactive, efficient and flexible range of support services and administrative activities, primarily to the Head of School but also to support other School Executive officers. This will include significant forward planning, interacting with key internal and external contacts, using initiative and judgement to solve problems, acting as the professional representative for the Head of School and proactively and independently managing work in a fast-paced environment.

This post is full time (35 hours per week) and offered on an open ended basis.

Proud member of the Disability Confident employer scheme

Key Result Areas Transcription - Coordinating the distribution of transcription throughout the various teams, ensuring that the work is equally distributed and is undertaken accurately and in a timely manner - Supervise the secretaries and audio typists to ensure that all typing, patient communication and medical legal reports are produced accurately, in accordance with local and national guidelines and dispatched in a timely manner - Assist the Unit Coordinators in the provision of training where required and when correspondence does not reach required standards - Undertake transcription responsibilities within a nominated team Outcomes and Results - Assist the Unit Coordinators to ensure that results, correspondence and patient queries are dealt with accurately and promptly. - Ensure through effective supervision and coaching of the secretaries that the necessary action is taken for patients that are required to attend for further investigations, outpatient attendances, x-ray, blood tests etc., and ensure systems of work are in place to ensure the results are shared in a timely manner with the relevant clinician Additional Responsibilities: - Assist the Unit Coordinators with the management of Appraisals and Mandatory Training, ensuring timely compliance with Trust targets - Frequent contact with secretarial / audio typing teams to ensure progress of work and help resolve queries / issues - To highlight bottlenecks within the service, communicating regularly with the Unit Coordinators, and where possible, suggesting and implementing solutions - The post holder must at all times respect patient confidentiality in line with the requirements of the General Data Protection Regulation (GDPR), and abide by all Statutory and Trust policies and procedures - The post holder will be expected to work without direct supervision and will be expected to liaise and communicate as appropriate with various disciplines. - The post holder will be required to undertake any other duties according to the needs of the service. This job description is not intended to be an exhaustive list of activities, but rather an outline on the main areas of responsibility. Any reasonable changes will be discussed and agreed with the post holder before variations to the job description are made Knowledge Skills and Experience Required - Educated to GCSE grade C or above (or equivalent) in literacy and numeracy - Medical Secretary Diploma or equivalent experience - Experience of / or a qualification in medical terminology - RSA level 3 or able to demonstrate equivalent skill (proficient and accurate audio typing skills minimum 60wpm) - Proven supervisory experience - An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls - Excellent interpersonal skills for dealing with people internal and external to the organisation - Excellent written and verbal communication skills with a good command and understanding of English, punctuation and grammar - Ability to work flexibly within a team - Ability to use own judgement and initiative - Ability to identify and advise on training needs - Excellent IT skills; good working knowledge of MS Office to include Word, Access & Excel - Good working knowledge of TRAK, Infoflex & other related systems - Good attention to detail with ability to multitask - Ability to work well under pressure, prioritise workload effectively and resolve unforeseen problems as they occur Communication and Working Relationships General Managers Deputy & Assistant General Managers Secretarial / Admin staff Unit Coordinators Consultants and multi-disciplinary teams Ward Staff Health Records staff Central Booking Office staff Systems Management teams: IM&T, Trak Physical / Mental / Emotional Effort and Working Conditions - Use of Visual Display Unit (VDU) on a daily basis - Requires frequent spells of concentration through a work pattern which can be unpredictable. Priorities often change during the day and there is a need to be very flexible in order to change direction throughout the day - Managing conflicting priorities - Occasional exposure to distressing or emotional circumstances, e.g. dealing with distressed patients