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Vacancy Administration Secretary - NHS (Royal Infirmary) E
Employer Nhs Scotland
Vacancy type Full Time Job
Reference number Adm69
Form of employment Full Time
Salary / Rate £20,700.00 - £22,594.00
Hours 37.50
Published 07/04/2020
Closing date 20/04/2020


The NHS are recruiting an Administration Secretary based at the Edinburgh Royal Infirmary to provide a comprehensive administrative and secretarial service to the management team and Sterile Services Department as a whole


1 Provide a comprehensive secretarial support service to the management team to ensure delivery of a high standard of service form the department as a whole. 2 Provide a comprehensive administrative service to the department in relation to issues both within and out with NHS Lothian. 3 Collate, present and communicate statistical data to relevant staff groups. Such data includes production records, absence statistics. The post holder is expected to produce word and excel reports and power point presentations to demonstrate HSDU performance as required by the Management Team. 4 Support the Management Team in arranging departmental/committee and 1:1 meetings as and when required. The post holder is expected to assist the management to circulate the agenda and appropriate paperwork prior to the meeting. There may be the occasional requirement to provide a secretarial/minute taking service at the meeting to produce and circulate minutes and to undertake any follow up action as required. 5 Maintain filing, cross-referencing, file database and archiving systems for the department.This includes all hard copy, electronic and email documents. Maintain personal files for relevant reporting managers. All records must adhere to the requirements of the Data Protection Act. 6 Provide admin support to the department in the completion of short/med/long term project work as directed by the management team and external agencies. This includes collating data and report writing. Long-term projects include planning data retrieval systems going back 7 years and forward up to 25 years for vCJD. The post-holder can identify their own projects of any length e.g. Developing a new categorisation and filing system and implementing this over a period of 6 months with a review of this planned yearly. 7 Liaise with and respond to requests from external service providers (such as Haden/Consort) other outside organisations and statutory bodies to ensure that the department is kept up to date with best practise recommendations and that any requests for information are responded to timeously. 8 Liaise with Finance to ensure purchase order and Good’s Received Notes (GRN,s) are processed in a timely manner. Administer department procurement requirements by placing orders, processing delivery notes and liaising with the Finance Department. 9 Ensure all computer records are updated in accordance with the department’s Quality Management System. 10 Undertake basic clerical tasks including faxing and photocopying documents to support the management team and department as a whole. 11 To maintain confidentiality of staff records and other sensitive information at all times.

Essential criteria

Experience of working in a secretarial/Admin role and ability to demonstrate. Confident IT skills including experience of Word. Ability to work on own initiative, make decisions and deal with numerous concurrent tasks Ability to use databases to collate statistical information across a variety of different information systems

Desirable criteria

HNC/SVQ 111 in business administration or relevant subject SSTs trained

Additional information

**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**

How to apply

For further information and to apply for this role please click on the link to go directly to the employers website


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