**Please note that this vacancy is open to current University of Glasgow employees only**

Job Purpose

To provide comprehensive, customer focussed, administrative support for the efficient and effective operation of the Glasgow Royal Fertility Clinic (GRFC) based at Glasgow Royal Infirmary’s (GRI) Assisted Conception Services (ACS).

Main Duties and Responsibilities

1.      To deliver a high standard of customer service and be the first point of contact for all enquiries to GRFC via web, email and telephone.

2.      To deliver a range of administrative activities ensuring an effective and efficient service is provided. .

3.      Work independently to provide support with scheduling appointments, updating case notes (paper and/or digital format) and ordering supplies for patients/consultants and NHS colleagues. Whilst ensuring confidentiality and GDPR compliance is adhered to.

4.      Responsible for ensuring all necessary paperwork (case notes, consents etc) is available for medical staff/consultants at pre-arranged appointments.   Appointments may be in person or virtual.

5.      On a rotational basis (approximately every alternative week), provide reception support at GRFC’s clinic (up to approx. 7pm) welcoming patients on arrival and keeping medical/nursing staff informed of arrivals / departures.  Ensure case notes/files and relevant paperwork is suitably and timeously updated after appointments.

6.       Prepare patient invoices for treatment and arrange refunds as required via pay systems (including electronic).  Send receipts to patients with accurate information/instructions regarding booking treatment at the ACS.

7.      Co-ordinate patient requests for information and escalate as necessary to consultants.

8.      To regularly maintain and update systems and software packages as required (e.g., MS Office, Agresso, Core, IDEAS, TrakCare, QPulse, IVF Scotland).

9.      Undertake any other administrative duties assigned by the New Lister Building Manager in relation to the successful operation of GRFC, and the School of Medicine, Dentistry and Nursing.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential

A1 Scottish Credit and Qualification Framework level 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent, and experience of personal development in a similar role OR ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role.

A2 Excellent knowledge of current IT packages including Word, Excel, outlook and databases.

Skills

Essential

C1 Excellent interpersonal skills with the ability to communicate pleasantly and positively with staff, students, external collaborators and members of the public in person, by telephone and email.

C2 Proven excellent administrative skills.

C3 Ability to work under pressure, and prioritise a busy workload responding to changing priorities as appropriate whilst maintaining a high standard of customer service

C4 Ability to use own initiative and be pro-active in planning ahead.

C5 Ability to work under minimal supervision as well as working as part of an extended team.

C6 Deal with confidential matters with tact and discretion.

C7 Excellent attention to detail (e.g. accuracy and precision in data entry)

C8 Flexibility and willingness to adapt to change

Desirable

D1 Commitment to continuous personal improvement

Experience

Essential

E1 Previous experience in a similar role with above qualifications OR evidence of progression and development gained through extensive experience in a teaching support role.

Desirable

F1 Experience of working in a clinical setting.

Terms and Conditions

Salary will be Grade 4, £25,804 - £27,319 per annum.

This post is full time and fixed term up until 10th August 2027.

Location:  Lister Building - Glasgow Royal Infirmary

Please note, the working hours include the need to provide administrative support during the festive shutdown period, specifically between Christmas and New Year (usually 27–31 December) and clinic cover (approximately  every 2 weeks) on Wednesdays until 7pm). Further details can be discussed at interview stage.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University  https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.

Closing date: 23:45 on Thursday 26th March 2026