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NHS Scotland
Secretary
Ayr On-site 2-5 yrs exp Hospitals and Health Care 7,605 employees
Diary ManagementMeeting AdministrationMinute TakingCorrespondence HandlingReport Preparation
Requirements
Requires an HND in Business/Office Administration or equivalent experience with advanced IT and Microsoft 365 skills. Candidates must have experience in minute taking and the ability to handle sensitive information under tight deadlines.
Job Description
NHS Scotland
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 -
AI tools like ChatGPT or Copilot can be great for planning and preparing your applicationbut your answers must be your own.
Position
An exciting opportunity has arisen for a secretary to support the Infrastructure and Support Services Senior Management Team based at Ailsa Hospital.
Hours
2 x 18 hours
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.
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
If you want to find out more about the role, please contact
Dawn Kilday via dawn.kilday@aapct.scot.nhs.uk 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 for further information.
We are unable to provide sponsorship for Band 2 posts or bank contracts.
Additional Information For Candidates
You should apply for this post by completing the application process on JobTrain.
We are unable to provide sponsorship for bank contracts
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 -
AI tools like ChatGPT or Copilot can be great for planning and preparing your applicationbut your answers must be your own.
- Show us the real you: Your application should reflect your skills, experience, and motivations authentically.
- Use AI wisely: It’s fine to use AI for ideas or to check spelling and grammar, but don’t let it write your answers.
- Why this matters: Applications that rely on AI-generated content may be withdrawn. By applying, you confirm your responses are based on your own knowledge and achievements.
Position
An exciting opportunity has arisen for a secretary to support the Infrastructure and Support Services Senior Management Team based at Ailsa Hospital.
Hours
2 x 18 hours
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.
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
- 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 dawn.kilday@aapct.scot.nhs.uk 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 for further information.
We are unable to provide sponsorship for Band 2 posts or bank contracts.
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.
We are unable to provide sponsorship for bank contracts
Education
Associate Degree
Skills
Diary ManagementMeeting AdministrationMinute TakingCorrespondence HandlingReport PreparationMicrosoft Office 365Workforce AdministrationGovernance ProcessesRecruitment SupportConfidentiality HandlingOrganizational SkillsWritten CommunicationVerbal Communication