NHS Scotland
259193 Secretary
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Be at the Heart of Patient Care. Join Our Acute & Diagnostic Administration Team.
Are you highly organised, motivated, and passionate about making a difference behind the scenes? Do you thrive in a fast-paced environment where no two days are the same? If so, we would love to hear from you!
NHS Dumfries & Galloway is looking for an enthusiastic Band 3 Secretary to join our Acute & Diagnostic Administration Services Team. This is an exciting opportunity to play a vital role in supporting clinical teams and ensuring patients receive a high-quality, efficient service throughout their healthcare journey.
What You'll Do
As a key member of the administration team, you will:
- Provide comprehensive secretarial and administrative support to clinical teams
- Coordinate patient communications and respond to enquiries from patients, staff, and healthcare professionals
- Support multidisciplinary teams, meetings, and specialty services
- Prepare letters, reports, and clinical correspondence
- Manage and prioritise a varied workload in a busy healthcare environment
- Help ensure patients experience a smooth and efficient journey through our services
- Work collaboratively across specialties, providing flexibility and cross-cover where required
What We're Looking For
We're seeking someone who is:
- Organised, proactive, and able to prioritise competing demands
- An excellent communicator with a professional and caring approach
- Experienced in administration and confident using Microsoft Office applications
- Able to work independently while also being a supportive team player
- Calm under pressure, adaptable, and committed to delivering excellent service
- Passionate about making a difference to patients and colleagues alike
Why Join Us?
At NHS Dumfries & Galloway, our administration teams are essential to delivering outstanding patient care. You'll be part of a friendly, supportive team where your contribution is valued and where you'll have opportunities to develop your skills, gain experience, and make a real impact every day.
What You'll Bring
- SVQ Level 3 in Business & Administration (or equivalent experience)
- Strong IT and keyboard skills
- Excellent organisational and communication skills
- Attention to detail and a commitment to accuracy
- A flexible, positive, and customer-focused attitude
Make a difference every day
Whether supporting clinicians, helping patients navigate their care, or ensuring vital information reaches the right place at the right time, your work will directly contribute to the delivery of safe, effective healthcare.
Apply today and become part of a team where every role matters and every contribution counts.
Please note: Interviews will be in person only, in Dumfries, as a typing test will be part of the interview process. Unfortunately, we are unable to offer Virtual interviews on this occasion.
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Informal enquiries are welcome, please contact Rachael Barrett - Rachael.barrett3@nhs.scot or Tel: 01387 246246 Ext. 32321
If you require a Work Visa, please check to see if you and the vacancy you are applying for are eligible by visiting the Home Office website: https://www.gov.uk/check-uk-visa
INFORMATION FOR ALL CANDIDATES
To find out more about working with NHS Dumfries and Galloway and for an insight into our friendly, beautiful corner of Scotland please visit our Work With Us web pages https://www.nhsdg.co.uk/workwithus/
APPLICATION PROCESS - https://www.careers.nhs.scot/how-to-apply/application-process/
Please note that our correspondence method is by e-mail, therefore please ensure you enter your email address accurately. Please check your e-mail regularly (including junk folders) and also your Jobtrain account for updates.
Please contact Jobtrain Candidate Support Hub - https://jobseekersupport.jobtrain.co.uk/support/home for advice and support with any system issues.
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Artificial Intelligence (AI) - Tools like ChatGPT or Copilot can be helpful when planning or preparing your application—but your responses must be written by you. Be authentic: Your application should genuinely reflect your own skills, experience, and motivations. Use AI appropriately: It’s fine to use AI for inspiration or to check spelling and grammar, but it shouldn’t write your answers for you. Why this matters: Applications that appear to rely on AI-generated content may be withdrawn. By applying, you confirm that your answers are based on your personal knowledge and achievements. Tip: Think of AI as a support tool, not a replacement. We want to understand you, not an AI-generated version of you.
CVs - DO NOT upload a CV as this will not be used for shortlisting purposes.
Assessment Form - Within the application you are required to answer three questions giving you the opportunity to fully evidence why you are the ideal person for the job. Please ensure these statements are written by yourself and are unique to you. This section times out after 30 minutes. A tip is to build your reply on a Word document and copy and paste into Jobtrain. If you exceed the maximum amount of characters it will cut your text at this point, please check your information once copied and pasted.
Once you have submitted your application form you will be unable to make any amendments.
Posts close at midnight on the indicated date, however, please be aware that a vacancy may close early due to volume of applications, therefore you should not delay in submitting your application.
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If you are a member of staff please ensure you update your Jobtrain profile to reflect that you are employed by NHS Dumfries and Galloway.
Staff and patients across Dumfries and Galloway enjoy free, unlimited parking at all our hospital sites.
DISCLOSURE SCOTLAND – Some of our posts may require you to undergo a criminal records check. Changes as of the 1 April 2025 to the Protection of Vulnerable Groups (PVG) scheme membership now sees more roles requiring PVG that may not have needed this check in the past. If you are successful in this role you will be notified which level of check is required by the recruitment team. If you would like to read more information please visit: Disclosure levels - mygov.scot
EQUALITY AND DIVERSITY
NHS Dumfries and Galloway 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 Dumfries and Galloway welcomes applicants from all sections of the community.
PUBLIC PROTECTION
Public protection practice encompasses the recognition and management of risk in order to prevent or reduce harm to children, (including unborn babies), young people, and adults. All public protection legislation, and NHS Dumfries and Galloway (NHSDG) policies and guidance are founded on the United Nations Convention on the Rights of the Child and the European Convention on Human Rights, and the principles of these Conventions underpin all NHSDG core business.
Additional Information For International Candidates
RIGHT TO WORK IN THE UNITED KINGDOM
NHS Dumfries and Galloway has a legal obligation to ensure that it does not employ any worker who has not been granted the relevant permission to work in the UK. This permission is without exception granted by the UK Border Agency. We are required to check the entitlement to work in the UK of all prospective employees, regardless of nationality or job category.
WORK VISA
If you require a Work Visa, please check to see if you and the vacancy you are applying for are eligible by visiting the Home Office website: https://www.gov.uk/check-uk-visa
It is ESSENTIAL that you have checked that you either already have an appropriate right to work in the UK or if you require a work visa that the post would be eligible to be sponsored BEFORE submitting your application form. We are unable to provide sponsorship for bank contracts.
UNITED KINGDOM REGISTRATION
NHS Dumfries & Galloway are unable to support OSCE Training for international nurses for vacancies.
Vacancies requiring professional registration require full United Kingdom registration with the appropriate council (e.g. NMC, HCPC, GMC, GDC, etc).
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