Management Team Secretary

Management Team Secretary – NHS Lanarkshire

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.

• 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.

• 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

Fixed Term (12 Months)

Full time – 37 Hours

This role will be based in Administration within Kirklands – NHS Scotland 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.

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.

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For enquiries regarding the application form or recruitment process, please contact Lynn Deas, Recruitment Administrator on lynn. (Please remember to include the job title and reference number in your email).

• 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

NHS Lanarkshire is dedicated to building a diverse…