Job Advert
We are looking to recruit an enthusiastic and motivated individual to join our Acute & Diagnostic Administration Services Team as a Secretary.
In this vital role, you will:
Team Coordination
Efficiently co-ordinate administrative team / tasks, providing secretarial and clerical support to allocated clinical teams, escalating issues to the Team Leader when necessary.
Confidential and Professional Communication
Use initiative, confidentiality, diplomacy, and tact to manage sensitive information in line with NHS policies and procedures, ensuring accurate and timely communication.
Workload Management
Prioritise and manage own workload independently, ensuring compliance with NHS Dumfries and Galloway KPI’s and Scottish Government targets where applicable, escalating concerns appropriately.
Clinical Support
Assist with the clinical team’s administrative workload to support effective planning and resource use.
Transcription Duties
Transcribe digital dictation including letters, reports, and discharge summaries for patients from outpatient clinics, ward discharges, and other appointments.
Training and Development
Complete all mandatory training and work with the Team Leader to identify and undertake further development aligned with personal and service objectives.
You may be based across both Dumfries and Galloway Royal Infirmary (DGRI) and Mountainhall Treatment Centre (MHTC), working closely with multidisciplinary clinical teams and administration colleagues. This is a key support role, and we are looking for someone who is:
• A strong team player with a flexible, “can-do” attitude, who can also work independently
• Organised and methodical, with excellent attention to detail
• A confident communicator with good interpersonal skills and able to remain calm whilst operating effectively under pressure
• Self-motivated, enthusiastic, flexible and committed to high standards of service
You will be supported by colleagues, Team Leader, Administration Services Co-ordinator, and Administration Services Manager.
Please note: A typing/audio test will be required at interview, which must be attended in person. Unfortunately, we are unable to offer interviews via Microsoft Teams.
Informal enquiries, please contact Jen Stewart - Jen.stewart19@nhs.scot 01387 246246 ext 74278
Please Note: The salary for this vacancy does not meet the minimum required for sponsorship.
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
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 - for advice and support with any system issues.
* We recommend using the Internet Browser "Google Chrome" or "Microsoft Edge" when using Jobtrain. Users may also experience issues if accessing Jobtrain via mobile phone.
* DO NOT upload a CV as this will not be used for shortlisting purposes.
* 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.
* 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:
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 currently unable to support OSCE Training for international nurses for vacancies.
Vacancies requiring professional registration require full United Kingdom registration with the appropriate council (eg NMC, HCPC, GMC, GDC etc).