Personal Secretary

NHS National Services Scotland; Kilmarnock; On-site; GBP 25,000 - 30,000; Full time

Job summary

A prominent health service provider in Scotland is seeking a Personal Secretary for University Hospital Crosshouse. The role involves providing secretarial support to senior management, managing sensitive communications, and prioritizing tasks in a dynamic environment. Candidates should possess advanced Microsoft Office skills and experience in diary management. This is a full-time position requiring a UK driving licence. Enthusiastic and flexible individuals are encouraged to apply.

Qualifications

• Experience in complex diary management and minute taking.
• Ability to deal with confidential and sensitive matters.
• Proven secretarial experience is essential.

Responsibilities

• Provide a comprehensive secretarial service to senior management.
• Act as the first point of contact for all enquiries.
• Handle simultaneous tasks while meeting deadlines.

Skills

Advanced knowledge of Microsoft Office

Excellent communication skills

Diary management

Ability to prioritize workload

Job description

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.

Who we are:

NHS Ayrshire and Arran is one of 14 territorial NHS Boards within NHS Scotland. In support of our core purpose of Working together to achieve the healthiest life possible for everyone in Ayrshire and Arran we are committed to a culture that is Caring, Safe, and Respectful. You will be required to work collaboratively in a safe, caring and respectful way.

Position:

An exciting opportunity has arisen for a Personal Secretary based at University Hospital Crosshouse.

What you will do:

We are seeking a flexible, enthusiastic and highly motivated individual to provide a comprehensive and efficient secretarial service to our senior management team. You will work closely with the Service Manager, Clinical Nurse Manager and Clinical Director and act as the first point of contact for all enquiries, often dealing with matters of a confidential and sensitive nature. You will demonstrate excellent communication skills, both written and verbal. You will be able to deal effectively with a number of simultaneous tasks and have the ability, commitment and judgement to ensure deadlines and actions are delivered whilst being frequently interrupted.

Knowledge, training and/or experience required to do the job:

Advanced knowledge of Microsoft Office is essential, as is experience of complex diary management and attending meetings for the purpose of minute taking. You will be able to prioritise workload and work to tight timescales in a dynamic and fluid environment, balancing conflicting demands to maintain efficiency throughout the team are key skills. Previous secretarial experience is essential.

Hours:

37 hours per week Monday – Thursday 0900‑1700 and Friday 0900‑1630.

UK Driving Licence/Car Ownership:

A UK car licence/car ownership is essential to this role.

ADDITIONAL INFORMATION FOR OVERSEAS CANDIDATES:

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 within the attached Candidate Information Pack. It is ESSENTIAL that you have checked that you either already have an appropriate right to work in the UK or that the post would be eligible to be sponsored BEFORE submitting your application form. The Recruitment Team are unable to answer individual queries at application stage about this, please visit here for further information.

ADDITIONAL INFORMATION FOR ALL CANDIDATES:

You should apply for this post by completing the application process on JobTrain.

• DO NOT upload a CV as this will not be used for shortlisting purposes.
• Posts close at midnight on the indicated date. Late applications will not be accepted.
• For help to complete an application on JobTrain, please follow this link: https://www.careers.nhs.scot/how-to-apply/application-process/
• To view our accessibility statement, please follow this link: https://www.eess.nhs.scot/jobtrain-accessibility-statement/
• Please note that our correspondence method is by email, therefore please ensure you enter your email address accurately.
• Please check your email regularly (including junk folders) and also your JobTrain account for updates.
• Please contact JobTrain Candidate Support Hub: https://jobseekersupport.jobtrain.co.uk/support/home - for advice and support with any system issues.
• We recommend using the Internet Browser “Google Chrome” or “Microsoft Edge” when using JobTrain.
• Once you have submitted your application form you will be unable to make any amendments.
• Some of our vacancies are for internal candidates only. If you are a staff member, please ensure you update your JobTrain profile to reflect that you are employed by NHS Ayrshire and Arran.
• Please note, for all vacancies where a driving licence is required this must be a full UK/EU/EEA licence.

NHS Ayrshire and Arran has a legal obligation to ensure that it does not employ any worker who has not been granted the relevant permission to work in the UK. This permission is, without exception, granted by UK Visas and Immigrations. We are required to check the entitlement to work in the UK of all prospective employees, regardless of nationality or job category. Candidates who require a Certificate of Sponsorship can access further information at www.bia.homeoffice.gov.uk

We are unable to provide sponsorship for bank contracts.