Please note that this role does not qualify for sponsorship.
Hours of Work Part Time, 18.75 Hours per week
Duration Permanent
Department Royal Edinburgh & Associated Services (REAS) Administration Department
Locations Royal Edinburgh Hospital, Morningside Road, and surrounding areas
The role is based on-site only; no hybrid working or solely working from home is available.
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.
Please note: we anticipate a high level of interest in this position and may close the vacancy early once a sufficient amount of applications are received. Therefore, please make sure you complete and submit your application at an early stage.
We will fully support disabled candidates, and candidates with long-term conditions or who are neurodivergent by making reasonable adjustments to our recruitment policy and practices.
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 Immigrations 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 in the further information for this vacancy.
This post requires the post holder to have a PVG Scheme membership/record. If the post holder is not a current PVG member for the required regulatory group (i.e. child and/or adult) then an application will need to be made to Disclosure Scotland and deemed satisfactory before they can begin in post.
Please note: As this post is part‑time, the salary will be pro‑rata.
An exciting opportunity has arisen for an enthusiastic and conscientious Administrator / Secretary to provide comprehensive administration and secretarial support within the Royal Edinburgh & Associated Services Administration Team. This post will primarily involve providing administrative support to the Senior Management Team and Personal Assistants. This will include responsibility for financial transactions and reporting. Coordination of events and meetings, including logistics and documentation. Diary management and conflict resolution. Supervision or support of junior admin staff (if applicable). Assisting with IT requests, annual leave documentation, onboarding of new staff to the service, awareness of NHS Lothian Employee Relations processes and information gathering.
Ideally candidates should have previous administration experience, with fantastic people skills and an excellent telephone manner. Being able to adapt and respond to the variety of work that comes into the department is key whilst also being able to prioritize efficiently.
The successful candidate will demonstrate a friendly and professional manner, complemented by strong interpersonal skills. They will be motivated to achieve results and capable of building effective working relationships across multi‑disciplinary teams, while maintaining a positive attitude towards change and service improvement. Excellent administrative skills and advanced, accurate keyboard proficiency are essential, along with keen attention to detail and the ability to work both independently and collaboratively across multiple service areas. Applicants must be able to prioritise workloads across different locations, manage competing demands, and exercise initiative. They should be capable of working autonomously with minimal supervision, while valuing teamwork and collaboration. Adaptability, discretion, and a sound understanding of confidentiality are key attributes for this role. Strong oral and written communication skills, a self‑motivated and proactive approach, and proficiency in Microsoft Office applications are required. Candidates should also have experience working within a busy administrative environment, demonstrate a polite and courteous manner, and adopt a methodical, organised approach to tasks. Applicants must hold an HNC/SVQ Level 3 in Secretarial Studies or Business Administration or possess equivalent relevant experience. Experience in handling confidential communications and sensitive information, along with strong organisational and prioritisation skills in high‑demand office settings, is essential. Familiarity with NHS systems such as TRAKcare and other relevant digital platforms is also required.
Desirable qualifications and experience include training in the TRAKcare Patient Management System, knowledge of medical terminology, audio typing skills, and previous experience in minute‑taking.
If successfully shortlisted, you will be asked to attend an open day towards the end of November / start of December. This is non‑compulsory but is a good chance to ask questions and find out more in relation to the role.
Also, if successfully shortlisted, you will be asked to attend an in‑person interview and a simple Audio Typing Assessment.
For further information on what is included in the role and what skills/experience are being looked for, click on the links at the bottom of the screen to the job description and person specification. If after reading this information you have any questions, please contact Stuart Lawson‑Wilson, REAS Administration Services Manager, 07816 257 806 stuart.lawson‑wilson@nhs.scot or Magda Pietrzak, REAS Administration Services Manager (Interim), 0131 286 9384 magda.pietrzak@nhs.scot
Royal Edinburgh & Associated Services (REAS) provide a range of Mental Health services to the population of Lothian and other boards within Scotland. A number of these services are provided on the Royal Edinburgh Hospital (REH) site. Specific information can be found in the Job Description.
Reference: 233322
Contract Type: Permanent
Closing Date: 05/12/2025
How To Apply: https://apply.jobs.scot.nhs.uk/./displayjob.aspx?jobid=233722&source=JobtrainRss
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