Senior Secretarial Administrator - Inverclyde HSCP

NHS National Services Scotland; Greenock; On-site; GBP 25,000 - 33,000; Full time

Job summary

A leading UK healthcare provider is seeking a highly organised Senior Secretarial Administrator to support the Senior Management Team with comprehensive secretarial services. The role involves managing diaries, preparing meetings, and supervising admin staff in a collaborative environment. Candidates should hold an HND in Secretarial Studies with strong skills in Microsoft Office and exceptional communication abilities.

Qualifications

• Proficiency in Microsoft Office applications.
• Experience in providing high-level secretarial support.
• Ability to manage competing priorities effectively.

Responsibilities

• Provide comprehensive support to senior managers.
• Manage diaries and arrange meetings.
• Supervise and develop administrative staff.

Skills

Organisational skills

Communication skills

Interpersonal skills

Minute-taking

Report preparation

Education

HND in Secretarial Studies or equivalent

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job description

Introduction: NHS Greater Glasgow and Clyde is one of the largest healthcare systems in the UK employing around 40,000 staff in a wide range of clinical and non-clinical professions and job roles. We deliver acute hospital, primary, community and mental health care services to a population of over 1.15 million and a wider population of 2.2 million when our regional and national services are included.

The shift pattern for this post is: Monday - Friday, 09:00 - 17:00

We are seeking a highly organised and proactive Senior Secretarial Administrator to join our dynamic administration team at Inverclyde HSCP. This key role supports the Senior Management Team by delivering high-level secretarial and administrative services that ensure the smooth running of operations across the health and social care partnership.

Key Responsibilities:

• Provide confidential and comprehensive support to senior managers
• Manage diaries, arrange meetings, prepare agendas, and take minutes
• Supervise and develop admin staff, including recruitment and PDPs
• Handle complaints, FOI requests, and subject access requests
• Maintain effective communication across internal and external stakeholders
• Prepare reports, presentations, and correspondence with accuracy and professionalism
• Support event coordination and manage office systems
• Undertake small projects delegated by Heads of Service and lead on these projects until completion seeking guidance as required
• To act as first point of contact for the Management Team, in terms of dealing with telephone and face to face enquiries from staff at all levels within the organisation, the general public and external agencies, ensuring appropriate action is taken, or enquiry is redirected to other staff where appropriate
• As part of the HSCP business support team, the postholder is responsible for providing cross-cover for other secretarial staff as required, during periods of leave and sickness absence.
• Completion of Payroll sheets/SSTS, recording sick leave, medical certificates etc.

Essential Criteria:

• HND in Secretarial Studies or equivalent experience at senior management level
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Strong organisational, communication, and interpersonal skills
• Experience in minute-taking and report preparation
• Ability to work independently and manage competing priorities

Desirable:

• Audio typing and shorthand skills
• Knowledge of HSCP policies and procedures

This is an excellent opportunity to contribute to a performance-led, patient-centred service within a supportive and collaborative environment. You will be part of the Strategy and Support services team within the HSCP.

Informal contact:

Angela Rainey, Service Manager – Strategy & Support Services, 01475 715365, [e-mail]

Details on how to contact the Recruitment Service and the Recruitment Process:

Information for candidates

NHS Greater Glasgow and Clyde- NHS Scotland encourages applications from all sections of the community. We promote a culture of inclusion across the organisation and are proud of the diverse workforce we have.

By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We support applications from across the Armed Forces Community, recognising military skills, experience and qualifications during the recruitment and selection process.

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.

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