Secretary

NHS Ayrshire & Arran; Ayr; On-site; GBP 23,000 - 28,000; Full time

Job summary

NHS Ayrshire and Arran is seeking an experienced secretary to support the Infrastructure and Support Services Senior Management Team at Ailsa Hospital. 36 hours per week, FTC 12 months.

You will provide diary management, meeting administration, minute taking, and reports, with strong IT, confidentiality, and the ability to work independently. Prior NHS experience is desirable.

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: NHS experience and understanding of NHS systems and processes.

Responsibilities

• Provide a dedicated, professional and comprehensive secretarial service to Heads of Service within the Infrastructure & Support Services Directorate.
• Act as a key point of contact and support day-to-day operations of senior management functions through diary management, meeting administration, correspondence handling and the coordination of information and documentation.
• Prepare reports and presentations, organise meetings, take minutes, maintain accurate records and support recruitment, workforce and governance processes.
• Work closely with colleagues across the Directorate and provide cross-cover for other secretaries as required.
• Contribute to delivering a consistent, resilient and high-quality administrative support service.

Skills

Organisational skills

Administrative skills

Communication skills

Microsoft 365

Minute taking

Diary management

Confidentiality

Independent worker

Support managers

Time management

Education

HND in Business/Office Admin

Tools

Microsoft 365

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 are 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. To find out more about NHS Ayrshire and Arran please visit our website - NHS Ayrshire & Arran - Home (nhsaaa.net)

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Tip: Think of AI as a helper, not a substitute. We want to understand you—not an AI tool.

Position

An exciting opportunity has arisen for a secretary to support the Infrastructure and Support Services Senior Management Team based at Ailsa Hospital.

Hours

36 hours per week

This post is offered on a FTC basis for 12 months.

What You Will Do

To provide a dedicated, professional and comprehensive secretarial service to Heads of Service within the Infrastructure & Support Services Directorate. Acting as a key point of contact, the post holder will support the effective day-to-day operation of senior management functions through diary management, meeting administration, correspondence handling and the coordination of information and documentation. The role involves preparing reports and presentations, organising meetings, taking minutes, maintaining accurate records and supporting recruitment, workforce and governance processes. The post holder will work closely with colleagues across the Directorate, provide cross-cover for other secretaries as required and contribute to delivering a consistent, resilient and high-quality administrative support service.

Knowledge, Training And/or Experience Required To Do The Job

• Essential
• 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.
• Experience supporting senior management teams.
• Knowledge of workforce, recruitment and governance administration processes.

If you want to find out more about the role, please contact

Dawn Kilday via [e-mail] or 07815864740.

RIGHT TO WORK / CERTIFICATES OF SPONSORSHIP

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.

NHS Ayrshire & Arran may be able to offer visa sponsorship for certain roles, provided the post meets the minimum salary threshold and any other required criteria. When considering if a post meets the salary threshold for sponsorship, please note the salary advertised is based on a full-time contract and must be pro-rated for part-time positions. Sponsorship is not guaranteed and is assessed on a case-by-case basis following interview and at the commencement of pre-employment checks.

Please visit here for further information.

We are unable to provide sponsorship for Band 2 posts or bank contracts.

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