PA/Administrator - Band 4 - GH

NHS Scotland 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 Scotland welcomes applications from all sections of society.

Due to legislative changes from 1 April 2025, this post may require a different level of criminal records check done than is currently the case. If the post is assessed as a "regulated role", your appointment will be subject to joining the Protecting Vulnerable Groups (PVG) Scheme. If there is any change to what is currently required, this will be confirmed by either the Hiring Manager or the Recruitment Team. For more details on these changes please visit: Disclosure Scotland Changes.

We will fully support disabled candidates, and candidates with long-term conditions or who are neurodivergent by making reasonable adjustments to our recruitment policy and practices.

**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**

Please note: As this post is part-time the salary will be pro-rata.

Personal Assistant & Administrator

Band 4 – Pay £29,116 – £31,670

Duration – Permanent Contract

Part Time – 22.5 hours (over three days)

Department - REAS

Location – Royal Edinburgh Hospital and surrounding areas

An exciting opportunity has arisen for an experienced Personal Assistant / Administrator to provide a comprehensive support within the Royal Edinburgh Hospital. This is a varied, interesting, and demanding post working as part of a great team with senior staff in a high-pressure environment, often dealing with matters of a confidential and sensitive nature.

Tasks will include:

complex minute taking for board level meetings

organising and attending meetings and ensuring the manager is well prepared for meetings.

email management and maintenance for SMT members

organising, maintaining complex diaries, and making appointments

screening phone calls, enquiries, and requests, and handling them when appropriate.

devising/maintaining office systems, including data management and filing

dealing with incoming email including writing responses

producing documents, briefing papers, reports and presentations.

liaising with clients, suppliers, and other staff internal and external to the organisation

carrying out specific projects and research to meet strategic objectives.

taking responsibility of raising purchase orders and invoicing

data analysis

Essential – Have a helpful and friendly manner with good interpersonal skills, be motivated to achieve results, have the ability to develop strong working relationships across multi-disciplinary teams, have a positive attitude.

With an HNC/SVQIII in Secretarial Studies/ Business Administration / other relevant subject, you will have in-depth knowledge of Microsoft Office software. You will be able to demonstrate effective negotiating and problem-solving skills. You will be a highly motivated individual with excellent organisational, communication and interpersonal skills. You will be a self-starter able to use your own initiative and prioritise your workload to ensure that deadlines for you, and the SMT, are met. You will be able to pay close attention to detail and can get things done. Flexibility to meet last minute demands is also essential. Experience of working in an NHS environment would be an advantage but experience working within an administration environment is essential.

REAS provides 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.

For further information on what is included in the role and what skills/experience are being looked for, click on the links at the bottom of the screen to the job description and person specification. If after reading this information you have any questions please contact Informal enquiries to: Magda Pietrzak (Administration Services Manager) Email: magda.pietrzak@nhs.scot , phone no 0131 286 9384