Executive Secretary to Senior Management Team (FTC 12m)

NHS Scotland; Ayr; On-site; GBP 21,000 - 25,000; Full time

Job summary

NHS Ayrshire and Arran is seeking a proactive secretary to support the Infrastructure and Support Services Senior Management Team based at Ailsa Hospital. You will provide a professional, confidential secretarial service including diary management, meeting administration and minute taking.

The role is 36 hours per week, on a fixed-term basis for 12 months, offering opportunities to contribute to governance processes and cross-cover across the directorate.

Qualifications

• HND in Business/Office Administration or equivalent experience.
• Excellent organisational and administrative skills.
• Strong written and verbal communication skills.
• Advanced IT and Microsoft Office / M365 skills.
• Minute taking and meeting administration experience.
• Ability to prioritise workload, use initiative and work independently.
• Ability to handle confidential and sensitive information appropriately.
• Experience supporting managers and working to tight deadlines.
• Desirable: Previous NHS experience and understanding of NHS systems and processes.

Responsibilities

• Provide a dedicated, professional secretarial service to Heads of Service within the Infrastructure & Support Services Directorate.
• Act as a key point of contact, supporting day-to-day operation of senior management functions through diary management, meeting administration, and correspondence handling.
• Coordinate information and documentation; prepare reports and presentations; organise meetings; take minutes; maintain accurate records.
• Support recruitment, workforce and governance processes.
• Provide cross-cover for other secretaries as required and contribute to delivering a high-quality administrative service.

Skills

Organisation

Communication

IT Proficiency

Minute taking

Prioritisation

Confidentiality

Support managers

Education

HND in Business/Office Administration

Tools

Microsoft Office / M365

Job description

NHS Ayrshire and Arran is seeking a proactive secretary to support the Infrastructure and Support Services Senior Management Team based at Ailsa Hospital. You will provide a professional, confidential secretarial service including diary management, meeting administration and minute taking.

The role is 36 hours per week, on a fixed-term basis for 12 months, offering opportunities to contribute to governance processes and cross-cover across the directorate.