Secretarial & Meeting Support Specialist

NHS Scotland; Kilmarnock; On-site; GBP 24,000 - 30,000; Full time

Job summary

NHS Ayrshire and Arran is seeking a Business Support Administrator to provide dedicated secretarial and administrative support to Heads of Service and senior managers at The Johnnie Walker Bond, Kilmarnock. This permanent role is 36 hours per week with a Mon-Wed 9-5, Thu 9-4:30 and Fri 9-4.

The successful candidate will coordinate meetings, manage diaries, take minutes, handle correspondence, and operate internal systems while upholding NHS values of care, safety and respect.

Qualifications

• Significant experience in a secretarial / personal assistant role.
• Experience of transcribing documents from digital transcription equipment.
• Experience of diary management, including planning and organising meetings and events.
• Experience in minute taking of meetings.
• Experience of working with members of the public.
• Excellent communication and interpersonal skills both written and verbal.
• A good attention to detail when producing / processing information.
• Analytical, problem solving and decision making skills.
• Knowledge of Medical Terminology.
• Knowledge of the various information systems within Health and / or Social Care.
• Knowledge and understanding of Caldicott guidelines and Data Protection.
• Ability to work autonomously and manage own workload.
• Used Microsoft Office applications including Word, Excel, PowerPoint and Outlook.

Responsibilities

• As a Business Support Administrator, provide dedicated, professional and comprehensive secretarial and administrative support to Heads of Service, Senior and Service Management.
• Deliver support effectively to ensure smooth running of the function.
• Ensure flow of communication, information and correspondence projecting a positive, professional image for the function.
• Act as first point of contact for the Partnership Management Team.
• Support the Adverse Event Review Group with minute taking, diary management and coordination of information systems.
• Work with Partnership managers, coordinating meetings and performance information.

Skills

Secretarial experience

PA experience

Diary management

Minute taking

Public interaction

Communication skills

Attention to detail

Analytical thinking

Medical terminology

Health information systems

Caldicott & Data Protection

Autonomous working

MS Office

Tools

Microsoft Office

Job description

NHS Ayrshire and Arran is seeking a Business Support Administrator to provide dedicated secretarial and administrative support to Heads of Service and senior managers at The Johnnie Walker Bond, Kilmarnock. This permanent role is 36 hours per week with a Mon-Wed 9-5, Thu 9-4:30 and Fri 9-4.

The successful candidate will coordinate meetings, manage diaries, take minutes, handle correspondence, and operate internal systems while upholding NHS values of care, safety and respect.