About the Organisation
Here at NHS Lanarkshire, we put the patient at the heart of everything we do. Each colleague within the organisation plays a key role in how we deliver our healthcare services.
We proudly serve a population of 655,000 across rural and urban communities in both North and South Lanarkshire. NHS Lanarkshire is comprised of Acute Services (which currently provide hospital based services over 3 main sites), Corporate & Property & Support Services, North and South Lanarkshire Health and Social Care Partnerships which provide integrated primary healthcare and social care services to local communities and surrounding areas.
The Role
The Directorate Secretary provides an effective, efficient and comprehensive service to the Service Managers, Consultants, Admin Co-ordinator, Senior Nurses and other members of management and staff within the Directorate, incorporating a range of secretarial and administrative duties to ensure the smooth running of the office.
Administrative & Secretarial Support
* Draft, format and edit documents such as service reports, audits and PowerPoint presentations.
* Manage incoming and outgoing communications, prioritising workload, tracking deadlines, and ensuring timely responses.
Operational Support for SCNs
* Support the monitoring and reporting of SSTS, sickness absence and staffing data, including maintaining accurate databases and producing routine performance reports.
* Assist with collation of data for audits, patient experience feedback, and service improvement projects.
* Maintain a bring forward system to ensure SCNs have timely access to required papers and information.
Meeting Coordination
* Arrange meetings, venues and facilities for SCN related business.
* Prepare agendas, collate papers, and distribute documents.
* Attend meetings to minute discussions, record actions, and follow up on outstanding items.
Communication & Enquiry Handling
* Receive and redirect enquiries, including sensitive or contentious issues, demonstrating tact, diplomacy and knowledge of local services.
* Manage shared email inboxes to triage, prioritise and action SCN related communication appropriately.
Data, Records & Systems Management
* Create, maintain and update databases, local training, and other SCN information needs.
* Assist SCNs in tracking performance KPIs, compliance, and improvement metrics.
* Maintain effective filing, archiving and retrieval systems in line with local policies.
Governance & Policy Compliance
* Ensure adherence to local policies, procedures and information governance standards.
* Handle confidential information with professionalism and discretion at all times.
In this key role, you will:
* Provide of a comprehensive secretarial, administrative service including the use of audio/ copy typing and word processing to produce correspondence and reports to facilitate the smooth and effective running of the department.
* Manage incoming and outgoing correspondence and telephone calls by prioritising incoming mail and initiating action where required to ensure relevant and timely responses.
* Update and collate detailed statistical information on standard format, within agreed timescale.
* Manage all aspects of document retrieval, filing and bring forward systems ensuring availability of up-to-date and accurate information at all times.
What You'll Bring
* Self‑motivated person with excellent communication and organisational skills.
* 3 years' office experience in a secretarial position
Or
* Equivalent relevant qualifications (HNC/SVQ in secretarial studies) and 2 years' secretarial experience
* Good knowledge of Microsoft packages and accurate keyboard skills.
From 1 April 2026, the Agenda for Change full-time working week will reduce from 37 hours to 36 hours. Part‑time working hours will be reduced on a pro‑rata basis. A corresponding increase in the hourly rate will apply, ensuring that overall pay remains unchanged.
What we Offer
As a valued employee of NHS Lanarkshire, you can enjoy an extensive range of benefits including:
* Generous NHS pension scheme
* Annual incremental salary progression (up to the maximum of the salary band) plus annual NHS salary scale review
* Annual Leave - 27 Days increasing in line with service plus 8 days public holiday
* Paid sick leave increasing with length of service
* NHS discounts and more
NHS Lanarkshire is dedicated to building a diverse workforce where everyone can thrive, develop, and succeed based on their skills, knowledge, and talent—regardless of race, disability, gender, sexual orientation, or care experience* or any other dimension that can be used to differentiate people from one another.
*Care experienced applicants include those who have lived with foster parents, kinship carers, or in residential/secure children's settings.
For informal discussion, please contact Karon Mcconville, Operational Admin Manager on Karon.mcconville@lanarkshire.scot.nhs.uk
If you have any questions about the recruitment process or require support with your application, contact Marion Bisset, Recruitment Administrator on marion.bisset@lanarkshire.scot.nhs.uk (Please remember to include the job title and reference number in your email)
Interested?
Full details about the role are provided in the attached Job Description and Person Specification.
Please review our Application Guidance which explain key information including closing dates, amendments, right‑to‑work requirements, sponsorship eligibility and important points to be aware of before submitting your application
You can also learn more about working with NHS Lanarkshire by viewing our Information Pack
Unless otherwise stated, the deadline for applications is 23:59 hours on the closing date. Please note, CVs will not be accepted.
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