Medical Secretary & Administrator

Job details

• Job reference: 250549
• Salary: Band 3 (£29,103 - £31,409)
• Job closing date: 18/06/2026
• Job Type: Administrative Services
• Location: Royal Edinburgh Hospital
• Employment type: Permanent
• Hours Per Week: 36
• Job posted date: 08/06/2026
• Employer (NHS Board): NHS Lothian
• Department: Mental Health (LD, AMH, OPMH)

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Medical Secretary / Administrator

Hours of Work – Full Time, 36 Hours per week (however Part Time will be considered)

If Part Time Hours are the preference, then please advise this on your application form.

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.

An exciting opportunity has arisen for an enthusiastic and conscientious Medical Secretary / Administrator to provide comprehensive administration and secretarial support within the Royal Edinburgh & Associated Services Administration Team. This post will primarily involve a secretarial service within the directorate to include audio transcription of clinical correspondence, making appointments, booking rooms, basic administrative work, filing, tracking notes, setting up agendas and minute taking various meetings (Meetings include, but not exclusively; Family Planning Meeting, Care Plan Approach Meeting, various Discipline Huddles, Multi-Disciplinary Team Meetings, Ward Rounds and various Discipline Handovers). There is also a requirement to provide basic administration / equipment support in meetings such as Junior Doctor Handovers.

Ideally candidates should have previous administration experience, with fantastic people skills and excellent telephone manner. They will act as the first point of contact for clinicians, access and update their diaries, produce accurate clinical correspondence by use of copy or audio typing where knowledge of medical terminology would be an advantage. Being able to adapt, and react, to the variety of work that comes into the department is key whilst also being able to prioritize efficiently.

Essential – Have a friendly manner with good interpersonal skills, be motivated to achieve results, can develop strong working relationships across multi-disciplinary teams, have a positive attitude to change. Applicants should have excellent administration and advanced/accurate keyboard skills. Keen attention to detail is essential and can work individually or as part of a team as time will be split over multiple areas. Can prioritize workload over multiple locations, manage competing demands and use own initiative. Can work autonomously with minimum supervision, appreciates the values and benefits of the team, be adaptable and have a good understanding of confidentiality. Candidates should also have excellent oral and written communication skills and be self-motivated. Good knowledge of Microsoft Office packages and working within a busy admin environment. As you will be required to deal with a wide range of people, a polite and courteous manner is required as well as a methodical, organized approach to work. HNC/SVQ Level 3 in Secretarial Studies or Business Administration, or equivalent relevant experience.

Desirable – Training in the TRAKcare Patient management system, Medical Terminology and Audio typing. Previous Minute taking experience.

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.

Informal enquiries can be sent to any one of the following:

Stuart Lawson-Wilson, REAS Administration Services Manager - 07816 257 806 stuart.lawson-wilson@nhs.scot

Magda Pietrzak, REAS Administration Services Manager (Interim) - 0131 286 9384 magda.pietrzak@nhs.scot

Andrew Underwood, REAS Administration Services Team Leader - 0131 537 6697 andrew.underwood2@nhs.scot

Yvonne Jardine, REAS Administration Services Team Leader (Interim) - 0131 446 4455 yvonne.jardine@nhs.scot

CVs will not be accepted; only applications submitted through the NHS site will be considered.

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.

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.

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.

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