NHS Ayrshire & Arran · 1 month ago
Management Team Secretary
Headquarters, KY
Full-time
Onsite
Mid, Senior Level
5+ years expNHS Ayrshire & Arran is seeking a Management Team Secretary to provide comprehensive secretarial and administrative support across the Management Team's remit. The role includes diary management, minute taking, and organizing meetings while ensuring effective communication with various stakeholders.
Health CareHospital
Responsibilities
To ensure an efficient and effective support service by providing a comprehensive confidential secretarial and administrative service across the whole range of the Management Team remit
Provide diary management, taking minutes and providing administrative support on day to day matters as required
Support the planning and organisation of meetings and events both virtually and face to face
Preparing distribution of papers for meetings including information from a range of sources within expected timescales
Typing of correspondence, reports and associated documents
Deal professionally with enquires from a wide range of people internal and external to the organisation including other scenario managers, elected members and members of the public. The post holder would be expected to sign post enquires to the most appropriate persona and follow up on responses within agreed timescales if required
Qualification
Required
Professional qualification i.e. HNC in a relevant discipline (Business Admin/Secretarial Studies/Public Administration) or equivalent previous experience in a secretarial role (ie at least 5 years experience as a department/personal secretary)
Well-developed interpersonal skills in customer care
Excellent communication skills
Good organisational and planning skills
Understanding of a range of procedures and processes
Ability to prioritise work and work on own initiative whilst under pressure
Proficient I.T. skills, which include a working knowledge of Microsoft packages
Ensuring confidentiality, diplomacy and discretion are maintained at all times
Preferred
Demonstrable experience in an office administrator role or equivalent including dealing with correspondence, preparation of meeting papers and general administrative duties
Proficient in all Microsoft packages (e.g. Word, Excel, Access, PowerPoint)
Experience in managing calendars, including resolving conflicting meetings / monitoring inbox and experience of Microsoft Teams is essential
Team worker with the ability to work independently
Demonstrate attention to detail
Excellent organisational skills
Demonstrate honesty, integrity, care and compassion when dealing with others
Excellent written and communication skills
Demonstrable experience at a Band 3
Professional IT qualifications
Previous secretarial experience in an administration role or working at a Band 3 level
Previous personal secretarial experience within NHS or Local Authority
Knowledge of NHS systems and structures, Worksmart processes and Microsoft Packages to include (word/outlook/excel/PowerPoint/ Microsoft teams)
Excellent oral and written communication skills including minute taking and the ability to communicate effectively with a wide range of individuals
High level of organisational and interpersonal skills
Diary management skills
Ability to organise and facilitate events and meetings
High level of initiative required
Benefits
A minimum of 27 days annual leave increasing with length of service
A minimum of 8 days of public holidays
Membership of NHS Pension Scheme, with life insurance benefits (for more information on the NHS Pension Scheme visit the Scottish Public Pension)
Paid sick leave increasing with length of service
Occupational health services
Employee counselling services
Work-life Balance policies and procedures
Company
NHS Ayrshire & Arran
NHS Ayrshire & Arran provides healthcare and social care services to the ayrshire and arran region.
1001-5000 employees
Funding
Current Stage
Late StageRecent News
2025-11-04
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