NHS Ayrshire & Arran
Personal Secretary
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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 - NHS Ayrshire & Arran - Home
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Position
An exciting opportunity has arisen for a Personal Secretary based at Elgin House. This post is offered on a permanent basis.
Hours
- 20 hours per week, Monday-Friday 0900-1300
- Hybrid working pattern is negotiable.
From 1 April 2026, the working week for NHS Agenda for Change staff in Scotland will be reduced. Full-time hours will reduce from 37 to 36 hours (pro rata for part-time staff) without loss of earnings.
UK Driving Licence
A UK driving licence is essential for this role.
What You Will Do
You will provide high-quality personal secretarial and administrative support, including:
- Managing complex electronic diaries and coordinating meetings and events.
- Preparing agendas, papers and presentations, and taking accurate minutes.
- Managing correspondence and supporting communication with a wide range of internal and external stakeholders.
- Handling confidential and sensitive information with discretion and professionalism.
- Supporting governance processes and ensuring actions and documentation are completed within agreed timescales.
- Supporting a range of service improvement initiatives, projects and business support developments, including coordinating actions, monitoring progress and liaising with stakeholders across NHS Ayrshire & Arran, South Ayrshire Council and partner organisations.
- Providing cross-cover and support to colleagues across the wider Business Support team when required.
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For further information on the role please click the link below to view the job description.
Knowledge, Training And/or Experience Required For This Post
You will have significant experience in a personal secretary, executive assistant or senior administrative role, with a proven ability to support senior managers and management teams.
You will possess excellent organisational, communication and minute-taking skills, with experience of managing competing priorities and working independently within a busy office environment. A high level of IT proficiency is essential, including Microsoft Outlook, Word, Excel, Teams and other Microsoft 365 applications.
Applicants should hold an HND in Administration (or equivalent qualification) or be able to demonstrate equivalent knowledge and experience gained through relevant administrative or secretarial roles.
Experience of working within NHS Scotland, Health and Social Care, Local Authority or other public sector environments would be advantageous.
Full UK driving licence is desirable to this role as post holder may be required to carry out minutes at alternative base.
For further information on the requirements for the role please click the link below to view the person specification.
If you would like to find out more about the role, please contact Sheila MacNee, Administration coordinator on 01292 665714 or Sheila.macnee@aapct.scot.nhs.uk.
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 Immigration 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.
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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 here 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 NHS Jobs Scotland.
- 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 NHS Jobs Scotland, please follow this link: https://www.careers.nhs.scot/how-to-apply/application-process/
To view our accessibility statement, please follow this link: https://www.eess.nhs.scot/jobtrain-accessibility-statement/
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 your NHS Jobs Scotland account for updates.
- Please contact JobTrain Candidate Support Hub: https://jobseekersupport.jobtrain.co.uk/support/home - 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 NHS Jobs Scotland account 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.
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