Personal Secretary

2 weeks ago

Kilmarnock, East Ayrshire, United Kingdom NHS Ayrshire & Arran Full time

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.

To find out more about NHS Ayrshire and Arran please visit our website - NHS Ayrshire & Arran - Home )

Position

An opportunity has arisen for a Personal Secretary based at Johnnie Walker Bond, Kilmarnock (with hybrid working).

What you will do:

The main duties of the post will include extensive email and electronic diary management which at times can be complex in a fast changing environment. You will deal with highly confidential and sensitive material, requiring tact and diplomacy at all times. Other duties include minute taking at various committees and groups, liaising with internal colleagues and external partners at all levels, ensuring office systems are highly co-ordinated and efficient whilst exercising informed judgement in prioritisation of workloads.

You will act as a first point of contact for the Senior Manager Primary Care Services and Associate Medical Director, ensuring optimum efficiency of the office.

You will also work closely with the wider Primary Care Team and the Health and Social Care Partnership Directorates therefore knowledge of the health and care sector is required.

For further information on the role please click the link below to view the job description

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

Due to the nature of this post, it is essential that you have excellent communication skills both verbal and written as you will be dealing with numerous concurrent tasks, often working to tight deadlines and within challenging timescales.

You must have a HNC in Business Administration or similar equivalent demonstrable experience as well as having excellent interpersonal and organisational and skills, minute taking experience, extensive experience of Microsoft Office packages, the ability to work effectively under pressure and use initiative to problem solve, at times managing competing demands. You must be a team player but able to work effectively on your own initiative and demonstrate previous secretarial experience at a similar level. You will have extensive minute taking experience and knowledge of all associated tasks. There will also be a requirement to attend meetings at various locations across Ayrshire.

For further information on the requirements for the role please click the link below to view the person specification

Hours: 37 per week over 5 days, Monday to Friday.

This is a fixed term/secondment opportunity until March 2025

Driving Licence/Car Ownership:

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

If you want to find out more about the role, please contact Claire McCamon, Senior Manager Primary Care Services Tel: or email

From 1 April 2024, the working week for NHS Agenda for Change workers in Scotland will be reduced. Full-time hours will reduce from 37.5 to 37 hours (pro rata for part-time staff) without loss of earnings.

NHS Ayrshire and Arran will implement this change but it may not be possible to fully transition from 1 April and there may therefore be some areas of the organisation where implementation may take longer. If the department is currently unable to safely accommodate the reduced hours from 1st April, you may be required to work 37.5 hours per week (pro rata for part-time staff) until the department can meet the requirements without impacting patient safety - you will, of course, be remunerated accordingly. NHS Ayrshire and Arran is committed to full implementation of the 37 hour working week across all areas as soon as it is safe to do so.

INFO

ADDITIONAL INFORMATION FOR 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:

To view our accessibility statement, please follow this link:

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 : - 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

We are unable to provide sponsorship for bank contracts.

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