Secretary

About This Role

This secretarial post supports the Infrastructure and Support Services Senior Management Team at Ailsa Hospital. The role involves providing professional administrative support to senior management functions, acting as a key point of contact, and contributing to a consistent and high-quality service.

Responsibilities

• Provide a dedicated, professional, and comprehensive secretarial service to Heads of Service within the Infrastructure & Support Services Directorate
• Support the effective day-to-day operation of senior management functions through diary management, meeting administration, correspondence handling, and coordination of information and documentation
• Prepare reports and presentations
• Organise meetings
• Take minutes
• Maintain accurate records
• Support recruitment, workforce, and governance processes
• Work closely with colleagues across the Directorate
• Provide cross-cover for other secretaries as required
• Contribute to delivering a consistent, resilient, and high-quality administrative support service

Requirements

• 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

Nice to have:

• Previous NHS experience and understanding of NHS systems and processes
• Experience supporting senior management teams
• Knowledge of workforce, recruitment, and governance administration processes

Important Details

• Schedule: 36 hours per week
• Contract: fixed-term, 12 months

Application Process

• 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
• Ensure you enter your email address accurately and check it regularly (including junk folders) and your JobTrain account for updates
• Once you have submitted your application form you will be unable to make any amendments
• If you are a staff member, please ensure you update your JobTrain profile to reflect that you are employed by NHS Ayrshire and Arran