262811 (LF) Medical Secretary

NHS Ayrshire & Arran; Dalkeith; On-site; GBP 20,000 - 23,000; Full time

Job summary

NHS Ayrshire & Arran is recruiting for a Reception/Administrative role based at Number 11, Dalkeith. You will be the first point of contact for visitors and staff, providing courteous reception and essential admin support to multiple services.

The post is 36 hours over five days, with a fixed-term contract for 12 months. A background in secretarial studies or business admin, and strong IT skills including TRAK and G2, are required.

Qualifications

• Mandatory Secretarial/Business Admin qualification or equivalent experience.
• Strong oral and written communication skills essential.
• Proficient in TRAK, G2 and standard office software.
• Ability to work with sensitivity in a healthcare setting.

Responsibilities

• Provide meet and greet service at Number 11 Reception.
• Deliver high-quality administrative support to teams.
• Support across Midlothian HSCP services as required.
• Maintain smooth running of the department with clerical duties.

Skills

Excellent communication

Organisational skills

Advanced keyboard skills

G2 knowledge

Education

HNC/SVQIII in Secretarial Studies/Business Administration or equivalent experience

Tools

TRAK

G2

Computer software

Job description

36 hours over 5 Days - Monday 9am-5pm, Tuesday 9am-5pm, Wednesday 9am-5pm, Thursday 9am-4pm, Friday 9am-5pm

This post is fixed term for 12 months

• 1 year temporary post
• 36 hours over 5 Days - Monday 9am-5pm, Tuesday 9am-5pm, Wednesday 9am-5pm, Thursday 9am-4pm, Friday 9am-5pm

NHS Scotland is committed to encouraging equality and diversity among our workforce and eliminating unlawful discrimination. The aim is for our workforce to be truly representative and for each employee to feel respected and able to give their best. To this end, NHS Scotland welcomes applications from all sections of society.

• Show us the real you: Your application should reflect your skills, experience, and motivations authentically.
• Use AI wisely: It's fine to use AI for ideas or to check spelling and grammar, but don't let it write your answers.
• Why this matters: Applications that rely on AI-generated content may be withdrawn. By applying, you confirm your responses are based on your own knowledge and achievements.

Tip: Think of AI as a helper, not a substitute. We want to understand you—not an AI tool.

To work in the United Kingdom, there is a legal requirement for an individual to demonstrate that they have the relevant permission to work in the country. This permission is, without exception, granted by the UK Visa and Immigrations Service. Further information on what NHS Scotland Boards are required to do to check this as well as what your responsibilities include can be found in the further information for this vacancy.

Please note: we anticipate a high level of interest in this position and may close the vacancy early once a sufficient amount of applications are received. Therefore, please make sure you complete and submit your application at an early stage.

We will fully support disabled candidates, and candidates with long-term conditions or who are neurodivergent by making reasonable adjustments to our recruitment policy and practices.

This post will be based at Number 11, Dalkeith, with primary responsibility for supporting the reception function as the first point of contact for those who experience our services, visitors and staff. The role will provide a welcoming, professional and efficient reception service, while also offering administrative support to the Joint Mental Health Team, Substance Use Service and Justice Services. The postholder will additionally provide cover across Midlothian HSCP services as required.

To provide high quality administrative support to Midlothian Joint Mental Health Team.

To provide support to the multi-disciplinary team and those who experience our Services. Competent use of TRAK and G2 is essential.

Undertake a range of clerical and administrative duties required to maintain the smooth running of the department.

To provide a meet and greet service at Number 11 Reception.

HNC/SVQIII in Secretarial Studies/Business Administration or equivalent experience.

Advanced keyboard skills.

Excellent Oral And Written Communication Skills Are Essential.

Good organisational skills.

Good working knowledge of computer software packages.

Good working knowledge of G2

Medical Terminology

Have a good awareness of trauma informed practice

Please note that Number 11 has no lift, which means it may not accessible for individuals with mobility impairments. Please contact us to discuss any specific requirements.

If after reading this information you have any questions, please contact Alison Graham (07816 257 629) or email – [e-mail]