The RoleTo 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.
NHS LanarkshireHave you always wanted to work with NHS Lanarkshire? Then this might be the opportunity for you to join Team Lanarkshire!Here at NHS Lanarkshire, we put the patient at the heart of everything we do. Each colleague within the organisation plays a key role in how we deliver our healthcare services.We proudly serve a population of 655,000 across rural and urban communities in both North and South Lanarkshire. NHS Lanarkshire is comprised of Acute Services (which currently provide hospital based services over 3 main sites), Corporate & Property & Support Services, North and South Lanarkshire Health and Social Care Partnerships which provide integrated primary healthcare and social care services to local communities and surrounding areas.
What we'll need you to bringProfessional 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.
It would be great if you also haveDemonstrable 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 3Professional IT qualificationsPrevious secretarial experience in an administration role or working at a Band 3 levelPrevious personal secretarial experience within NHS or Local AuthorityKnowledge 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 individualsHigh level of organisational and interpersonal skillsDiary management skillsAbility to organise and facilitate events and meetingsHigh level of initiative required
Contract typeFixed Term (12 Months)Full time37 HoursPlease note this is a 12 months fixed term post. Where a post only has temporary funding and an existing member of NHS Lanarkshire staff wishes to apply, this will be treated as a secondment. The employee MUST already have written agreement from their line manager to be released on a secondment before applying for the post.
LocationThis role will be based in Administration within Kirklands - NHSL Headquarters.Whilst this advertisement may be for a specific post(s) in a particular location, applicants who are shortlisted for interview may be considered for similar vacancies in alternative locations.Looking to find out more?If you’re looking to find out more, then we would love to hear from you!Please contact Kerry Taylor, Business Support Manager on Kerry.Taylor@lanarkshire.scot.nhs.ukFor enquiries regarding the application form or recruitment process, please contact Lynn Deas, Recruitment Administrator on lynn.deas@lanarkshire.scot.nhs.uk (Please remember to include the job title and reference number in your email)
Why NHS Lanarkshire?Join us and you will discover a supportive environment where you will have the chance to add to your skills and further your career.Some of NHS Lanarkshire’s benefits include:A minimum of 27 days annual leave increasing with length of serviceA minimum of 8 days of public holidaysMembership 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 serviceOccupational health servicesEmployee counselling servicesWork-life Balance policies and proceduresNHS Lanarkshire have a range of support services on topics that can impact both on your working and personal life including occupational health, spiritual care and independent counselling. This support can be accessed using the links on this page.
Further InformationFor more information on the role, please refer to the Job Description. If you’re looking for more information on the recruitment process, organisation or the services we provide, please refer to our information pack, or our recruitment webpage.
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