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Personal Secretary
4 months ago
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 -
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.
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.
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