Management Team Secretary

NHS National Services Scotland; Cumbernauld; On-site; GBP 24,000 - 32,000; Full time

Benefits offered by this job

Annual Leave 35 days

NHS Pension

Incremental Salary Progression

Sick Leave

NHS Discounts

Job summary

NHS Lanarkshire is recruiting for a professional secretarial and administrative officer to support the Management Team across the locality. The role involves producing letters and reports, drafting routine correspondence, and collating information.

You will manage diaries, schedule meetings with staff and external contacts, handle correspondence and calls, and create databases to produce regular performance reports for management decision-making. A relevant qualification is required.

Qualifications

• Professional qualification (HNC) or equivalent experience in secretarial role.
• Strong interpersonal skills and customer care.
• Excellent communication skills.
• Good organisational and planning abilities.

Responsibilities

• Provide comprehensive secretarial and administrative support to the Management Team.
• Manage diary commitments and coordinate meetings with internal and external staff.
• Handle incoming and outgoing correspondence and calls with deadlines.
• Create and maintain databases and generate regular performance reports.

Skills

HNC in Business Admin/Secretarial

Interpersonal skills

Communication skills

Organisation & planning

Education

HNC in Business Admin/Secretarial Studies/Public Administration

Job description

About The Organisation

Here at NHS Lanarkshire, we put the patient at the heart of everything we do. Each colleague within the organisation plays a key role in how we deliver our healthcare services.

We proudly serve a population of 655,000 across rural and urban communities in both North and South Lanarkshire. NHS Lanarkshire is comprised of Acute Services (which currently provide hospital based services over 3 main sites), Corporate & Property & Support Services, North and South Lanarkshire Health and Social Care Partnerships which provide integrated primary healthcare and social care services to local communities and surrounding areas.

The Role

To ensure an efficient and effective support service by providing a comprehensive confidential secretarial and administrative service across the whole range of the Management Team remit.

In this key role, you will:

• Provide a comprehensive, high calibre secretarial and administrative service to the Management Team to support the locality business agenda. A full secretarial and administrative service will include production of letters and reports, drafting routine correspondence, and collating information as required.
• Manage diary commitments and schedule meetings by liasing with a wide range of staff both internal and external to the NHS to ensure that the Management team business is progressed.
• Manage incoming and outgoing correspondence and telephone calls including prioritising of workload including distribution of mail, initiating action required and setting/noting deadlines for the return of information/replies. Following up of delayed responses and self-initiating replies to ensure appropriate and timeous responses.
• Create and maintain databases for a variety of management team information requirements including absence management and local training data. To produce reports on a regular basis to inform the management team in it’s delivery of performance management objectives.

What You'll Bring:

• Professional qualification i.e. HNC in a relevant discipline (Business Admin/Secretarial Studies/Public Administration) or equivalent previous experience in a secretarial role
• Well-developed interpersonal skills in customer care.
• Excellent communication skills.
• Good organisational and planning skills.

What we Offer

As a valued employee of NHS Lanarkshire, you can enjoy an extensive range of benefits including:

• Annual Leave - 35 days including public holidays
• Generous NHS pension scheme
• Annual incremental salary progression
• Paid sick leave increasing with length of service
• NHS discounts and more.

NHS Lanarkshire is dedicated to building a diverse workforce where everyone can thrive, develop, and succeed based on their skills, knowledge, and talent - regardless of race, disability, gender, sexual orientation, or care experience* or any other dimension that can be used to differentiate people from one another.

*Care experienced applicants include those who have lived with foster parents, kinship carers, or in residential/secure children’s settings.

For informal discussion, please contact Lorraine Russell , Operational Services Manager - Airdrie, Coatbridge & North Localities on [e-mail]

If you have any questions about the recruitment process or require support with your application, contact Jessica Murphy, Recruitment Administrator on [e-mail]

AI tools like ChatGPT or Copilot can be great for planning and preparing your application, but your answers must be your own.

• 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.

Interested?

Full details about the role are provided in the attached Job Description and Person Specification.

Please review our Application Guidance which explain key information including closing dates, amendments, right‑to‑work requirements, sponsorship eligibility and important points to be aware of before submitting your application

You can also learn more about working with NHS Lanarkshire by viewing our Information Pack

Unless otherwise stated, the deadline for applications is 23:59 hours on the closing date. Please note, CVs will not be accepted.