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Permanent Band 4 - Full Time - 36 hours
Working with the Executive Team in Scotland’s second largest health board often means no week is the same for this team. The post holder’s responsibilities will impact on all NHS Lothian services, including all adult acute hospital sites, Royal Hospital for Sick Children, Mental Health and LD services, Primary Care & Community services and the three pan Lothian directorates: Women’s and Children’s, Diagnostics’, Anaesthetics, Theatres and Critical Care, Out-patients and associated services.
We believe that working together across all areas of the health service is the best way to provide care for patients. We seek to be innovative and thoughtful in our programmes of work, focusing on delivering a more streamlined, patient-centred structure which both staff and patients will benefit from.
About the role
To provide a comprehensive administrative and secretarial service to the Director of Innovation and Transformation and Chief Executive Office. Responsibilities may include supervision of staff and associated duties. You will work closely with the immediate members of the Chief Executive Office, including the Senior Business Manager and Executive Assistant. You will also benefit from the support of an established network of Executive Director Personal Assistants and coordinate closely with these colleagues.
For candidates looking to further develop their skillset in project or performance management for future career development, there would be opportunities to attend training and support Senior Managers across a wide portfolio of high profile and critical work programmes in a supportive learning environment if this was of interest to the successful candidate.
Responsibilities
- The successfully appointed candidate will be expected to undertake all aspects of secretarial and administrative support to the Chief Executive Office and to the Director of Innovation and Transformation.
- Scheduling meetings and booking appointments, including booking and coordinating travel requirements.
- Effectively and appropriately managing communication into the Chief Executive’s and Director of Innovation and Transformation’s Office (phone calls, emails, letters etc.). Including the use of systematic tracking and escalating urgent issues to appropriate members of the management team.
- Engage on behalf of the Director of Innovation and Transformation with a range of external contacts at a senior level throughout the NHS, Scottish Government and the broader political environment.
- Financial responsibilities include processing orders/invoices.
- Enable the preparation of verbal and written reports and presentations by collecting and collating data and information from a variety of sources
Location & Commitments
- The hours of this post will be worked across core office hours Monday to Friday.
- The postholder is employed within NHS Lothian, and their base will be NHS Lothian’s Headquarters. We are currently based at Westport, Edinburgh, and will be shortly moving to Waverley Court, Edinburgh. Limited home working will be supported in line with NHS Lothian policy.
- There may be a requirement to work flexibly across Lothian to meet service demands.
Candidate Requirements
- The role would suit an enthusiastic, professional PA with experience in providing administrative and secretarial support.
- Must have a high level of competency in using Microsoft Office software.
- This post’s workload will be fast paced and unpredictable, so the candidate needs strong planning and organisational skills to manage the priorities on a daily basis.
- It is important that you can demonstrate through experience a sound understanding of the need for discretion and diplomacy in a confidential setting.
- HNC/SVQIII in Secretarial Studies/ Business Admin or other relevant subject
Contact us
Are you looking for an exciting role in a friendly team? We would encourage you to reach out to Lauren Lynskey (Senior Business Manager – Chief Executive Office) for an informal discussion to hear more about the role and what we do: lauren.lynskey@.nhs.scot
