Management Team Secretary

About the organisation

This role sits within NHS Lanarkshire, an organisation that places patients at the centre of its work. The wider service supports a population of around 655,000 people across both rural and urban communities in North and South Lanarkshire. Its structure includes acute services delivered across three hospital sites, corporate and property support functions, and North and South Lanarkshire Health and Social Care Partnerships that deliver integrated health and social care to local communities and nearby areas.

Role overview

The purpose of this position is to provide a dependable, confidential, and highly effective secretarial and administrative support function for the Management Team across its full remit.

The working pattern for this post is Monday and Tuesday, 9:00am to 4:30pm.

Key duties

You will support the management team’s local business agenda by delivering a polished secretarial and administrative service. This includes preparing letters and reports, drafting standard correspondence, and gathering information as needed.

You will coordinate diaries and arrange meetings by working with a broad range of staff, both inside and outside the NHS, to help keep management activity moving forward.

You will handle incoming and outgoing mail, telephone enquiries, and other correspondence, prioritising tasks, distributing mail, flagging required actions, recording deadlines, and following up overdue responses. Where appropriate, you will also prepare replies independently to ensure responses are timely and suitable.

You will build and keep up-to-date databases covering management information needs, including absence management and local training records. You will also prepare regular reports to support performance management objectives.

You will receive and direct enquiries, including initial complaints that may be sensitive or difficult. This calls for tact, diplomacy, awareness of formal complaints procedures, and a solid understanding of local services and relevant issues.

What the role calls for

The post requires either a professional qualification such as an HNC in a relevant area like Business Administration, Secretarial Studies, or Public Administration, or substantial relevant experience. Equivalent secretarial experience is also acceptable, with at least five years working as a department or personal secretary.

Strong customer care skills, excellent communication ability, and good organisational and planning skills are essential.

Benefits

Employees can access a wide range of benefits, including 35 days of annual leave inclusive of public holidays, a generous NHS pension scheme, annual incremental salary progression, paid sick leave that increases with service length, and NHS discounts.

Additional information

NHS Lanarkshire is committed to creating a diverse workforce where people can succeed and develop based on skills, knowledge, and talent, regardless of race, disability, gender, sexual orientation, care experience, or any other personal difference.

Care experienced applicants include people who have lived with foster parents, kinship carers, or in residential or secure children’s settings.

For an informal conversation about the post, contact Lorraine Russell, Operational Services Manager, at lorraine.russell@lanarkshire.scot.nhs.uk. For recruitment process queries or support with your application, contact Jessica Murphy, Recruitment Administrator, at Jessica.Murphy@lanarkshire.scot.nhs.uk.