259193 Secretary

Be at the heart of patient care. Join our Acute & Diagnostic Administration Team.

Are you highly organised, motivated and passionate about making a difference behind the scenes? Do you thrive in a fast-paced environment where no two days are the same? If so, we would love to hear from you!

NHS Dumfries & Galloway is looking for an enthusiastic Band 3 Secretary to join our Acute & Diagnostic Administration Services Team. This is an exciting opportunity to play a vital role in supporting clinical teams and ensuring patients receive a high-quality, efficient service throughout their healthcare journey.

What You'll Do

As a key member of the administration team, you will:

Provide comprehensive secretarial and administrative support to clinical teams

Coordinate patient communications and respond to enquiries from patients, staff and healthcare professionals

Support multidisciplinary teams, meetings and specialty services

Prepare letters, reports and clinical correspondence

Manage and prioritise a varied workload in a busy healthcare environment

Help ensure patients experience a smooth and efficient journey through our services

Work collaboratively across specialties, providing flexibility and cross-cover where required

What We're Looking For

We're seeking someone who is:

Organised, proactive and able to prioritise competing demands

An excellent communicator with a professional and caring approach

Experienced in administration and confident using Microsoft Office applications

Able to work independently while also being a supportive team player

Calm under pressure, adaptable and committed to delivering excellent service

Passionate about making a difference to patients and colleagues alike

Why join us?

At NHS Dumfries & Galloway, our administration teams are essential to delivering outstanding patient care. You'll be part of a friendly, supportive team where your contribution is valued and where you'll have opportunities to develop your skills, gain experience and make a real impact every day.

What You'll Bring

SVQ Level 3 in Business & Administration (or equivalent experience)

Strong IT and keyboard skills

Excellent organisational and communication skills

Attention to detail and a commitment to accuracy

A flexible, positive and customer-focused attitude

Make a difference every day

Whether supporting clinicians, helping patients navigate their care, or ensuring vital information reaches the right place at the right time, your work will directly contribute to the delivery of safe, effective healthcare.

Apply today and become part of a team where every role matters and every contribution counts.

Please note: Interviews will be in person only, in Dumfries, as a typing test will be part of the interview process. Unfortunately, we are unable to offer Virtual interviews on this occasion.

Informal enquiries are welcome, please contact Rachael Barrett - Sign in to view email or Tel: 01387 246246 Ext. 32321

If you require a Work Visa, please check to see if you and the vacancy you are applying for are eligible by visiting the Home Office website: https://www.gov.uk/check-uk-visa

INFORMATION FOR ALL CANDIDATES

To find out more about working with NHS Dumfries and Galloway and for an insight into our friendly, beautiful corner of Scotland please visit our Work With Us web pages

APPLICATION PROCESS -

Please note that our correspondence method is by e-mail, therefore please ensure you enter your email address accurately. Please check your e-mail regularly (including junk folders) and also your Jobtrain account for updates.

Please contact Jobtrain Candidate Support Hub - for advice and support with any system issues.

• Accessing Jobtrain - Users may experience issues if accessing Jobtrain via mobile phone, we recommend using a computer, laptop or tablet.
• Artificial Intelligence (AI) - Tools like ChatGPT or Copilot can be helpful when planning or preparing your applicationbut your responses must be written by you. Be authentic: Your application should genuinely reflect your own skills, experience, and motivations. Use AI appropriately: It’s fine to use AI for inspiration or to check spelling and grammar, but it shouldn’t write your answers for you. Why this matters: Applications that appear to rely on AIgenerated content may be withdrawn. By applying, you confirm that your answers are based on your personal knowledge and achievements. Tip: Think of AI as a support tool, not a replacement. We want to understand you, not an AI-generated version of you.
• CVs - DO NOT upload a CV as this will not be used for shortlisting purposes.
• Assessment Form - Within the application you are required to answer three questions giving you the opportunity to fully evidence why you are the ideal person for the job. Please ensure these statements are written by yourself and are unique to you. This section times out after 30 minutes. A tip is to build your reply on a Word document and copy and paste into Jobtrain. If you exceed the maximum amount of characters it will cut your text at this point, please check your information once copied and pasted.
• Once you have submitted your application form you will be unable to make any amendments.
• Posts close at midnight on the indicated date however please be aware that a vacancy may close early due to volume of applications, therefore you should not delay in submitting your application.
• If you are a member of staff please ensure you update your Jobtrain profile to reflect that you are employed by NHS Dumfries and Galloway.
• Staff and patients across Dumfries and Galloway enjoy free, unlimited parking at all our hospital sites.

Required

DISCLOSURE SCOTLAND

EQUALITY AND DIVERSITY

NHS Dumfries and Galloway 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 Dumfries and Galloway welcomes applicants from all sections of the community.

PUBLIC PROTECTION

Public protection practice encompasses the recognition and management of risk in order to prevent or reduce harm to children, (including unborn babies), young people and adults. All public protection legislation, and NHS Dumfries and Galloway (NHSDG) policies and guidance are founded on the United Nations Convention on the Rights of the Child and the European Convention on Human Rights, and the principles of these Conventions underpin all NHSDG core business.

Additional Information For International Candidates

RIGHT TO WORK IN THE UNITED KINGDOM

NHS Dumfries and Galloway has a legal obligation to ensure that it does not employ any worker who has not been granted the relevant permission to work in the UK. This permission is without exception granted by the UK Border Agency. We are required to check the entitlement to work in the UK of all prospective employees, regardless of nationality or job category.

WORK VISA

If You Require a Work Visa, Please Check To See If You And The Vacancy You Are Applying For Are Eligible By Visiting The Home Office Website

It is ESSENTIAL that you have checked that you either already have an appropriate right to work in the UK or if you require a work visa that the post would be eligible to be sponsoredBEFORE submitting your application form. We are unable to provide sponsorship for bank contracts.

UNITED KINGDOM REGISTRATION

NHS Dumfries & Galloway are unable to support OSCE Training for international nurses for vacancies.

Vacancies requiring professional registration require full United Kingdom registration with the appropriate council (eg NMC, HCPC, GMC, GDC etc).