PA/Administration Services Assistant

NHS Scotland; Stirling; On-site; GBP 23,000 - 27,000; Full time

Job summary

NHS Scotland's Public Health Team invites applications for a highly organized Personal Assistant to support our busy team with diary management, travel arrangements, and accurate administrative tasks.

You will act as the first point of contact for the Consultants, handle correspondence, minute taking, and maintain strict confidentiality with calm professionalism, using Microsoft Office/Google Workspace to keep information well organised.

Qualifications

• Experience in administrative assistance, care, or a similar role.
• Excellent written and verbal communication.
• Strong proficiency in Microsoft Office/Google Workspace.
• High attention to detail and ability to maintain confidentiality.
• Ability to stay calm and professional under pressure.
• Level 2 Disclosure Scotland check may be required.

Responsibilities

• Diary & Inbox Management: organizing schedules, prioritising emails, and arranging meetings.
• Travel Coordination: planning itineraries and bookings.
• Administrative Support: document preparation, minute taking, correspondence handling.
• Personal & Client Liaison: acting as the first point of contact and clear communication.

Skills

Communication

Organisation

Confidentiality

Calm under pressure

Microsoft Office/Google Workspace

Tools

Microsoft Office/Google Workspace

Job description

The Public Health Team protect and improve community well-being by preventing disease, promoting healthy lifestyles, and addressing underlying social inequalities. To support this we are looking for a highly organized, proactive, and compassionate Personal Assistant to join our busy team. Whether you are assisting with corporate diary management or supporting the public Health team, you will be a vital lifeline in ensuring our day-to-day operations run seamlessly.

Key Responsibilities

• Diary & Inbox Management: Organising schedules, prioritising emails, and arranging meetings or appointments.
• Travel Coordination: Planning itineraries, booking transportation, and managing accommodation bookings.
• Administrative Support: Preparing documents, minute taking, handling correspondence, and responding to inquiries on behalf of the Consultants.
• Personal & Client Liaison: Acting as the first point of contact and ensuring clear communication across the board.

Requirements

• Experience: Proven experience in administrative assistance, care, or a similar organizational role.
• Skills: Excellent written and verbal communication, and a strong proficiency in Microsoft Office/Google Workspace.
• Attributes: High attention to detail, a calm demeanor under pressure, and the ability to maintain strict confidentiality.

The duties of this post require the successful candidate to complete a Level 2 Disclosure Scotland check.

Certificate of Sponsorship

Applicants who require sponsorship to work in the UK are advised to carefully review the eligibility criteria for the Skilled Worker or Health and Care Worker visa routes. NHS Forth Valley may be able to offer sponsorship for certain roles, provided the post meets the minimum salary threshold and any other required criteria. If you are currently working in the UK on a Skilled Worker visa, transitional arrangements may apply. Please note that sponsorship is not guaranteed and is assessed on a case-by-case basis following interview and at the commencement of pre-employment checks. For further information on visa requirements and sponsorship eligibility, please refer to the UK Government guidance.

It is also recommend that anyone applying for health and social care jobs in the UK from abroad read the following guidance: Applying for health and social care jobs in the UK from abroad - GOV.UK (www.gov.uk)

Candidates should provide original and authentic responses to all questions within the application form. The use of artificial intelligence (AI), automated tools, or other third-party assistance to generate, draft, or significantly modify responses is strongly discouraged. By submitting your application, you confirm that all answers are your own work, reflect your personal knowledge, skills and experience, and have not been solely produced or altered by AI or similar technologies. Failure to comply with this requirement may result in your application being withdrawn from the application process.

Please note that the majority of correspondence is sent by e-mail, therefore please check your e-mail regularly (including junk folders) and your Jobtrain account for updates.

NHS Forth Valley is positive about disabled people and is committed to offering an interview to disabled people who meet the minimum criteria for the job. Please contact the Recruitment Office on 0330 041 4694 if there are any reasonable adjustments we can make to assist you with your application and/or interview.

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.