NHS Ayrshire & Arran is hiring: LW228204 - Relief Medical Secretary in Grampian

Overview

Relief Medical Secretary

Are you an experienced Secretary or Administrator or have you recently gained a qualification in administration? Do you get a buzz from learning new things and thrive on being busy? If you answered yes to both of these questions, the Medical Secretarial Service want to hear from you! We have an exciting opportunity for a Relief Medical Secretary to join the Medical Secretarial Service supporting our teams across NHS Grampian’s Acute Sector in Aberdeen city and shire.

The post holder will work as part of the Medical Secretary Team, providing cover for vacancies and long term absences, and supporting additional clinical activity. The post holder will be the first point of contact for patients accessing our services, and will be responsible for waiting list management, arranging inpatient admissions and outpatient appointments, processing clinical correspondence, processing of diagnostic results, providing administrative support to clinical and medical staff, and supporting with additional administration work where required.

The majority of our services are based on the Foresterhill site in Aberdeen; however, we also have teams based at Woodend Hospital, Aberdeen, and in community bases across Aberdeen city and shire. There is a requirement to travel between bases to provide cover. While most relief cover is arranged on a longer term basis (e.g. maternity leave or vacancies while recruitment takes place), there may be a need to provide cover in a different area at short notice, and therefore the post holder must be adaptable and able to move between areas as required.

We have one Full-Time post available for 37 hours per week.

Responsibilities

The post holder will:

• Provide support as part of the Medical Secretary Team, covering vacancies and long-term absences, and supporting additional clinical activity.
• Be the first point of contact for patients, manage waiting lists, arrange inpatient admissions and outpatient appointments, and process clinical correspondence and diagnostic results.
• Provide administrative support to clinical and medical staff, and undertake additional administration work as required.
• Travel between bases within NHS Grampian as needed to provide cover.

What We Love To See / Qualifications

• Previous secretarial or administrative experience, or recent qualification in administration.
• Experience in transcription of audio materials with the ability to touch type is essential.
• A driving licence with access to a car would be preferred; applications from candidates who can travel without a car will be considered.
• Adaptable and eager to learn; able to move between departments with minimal notice and adapt to changes in workflow.

Who We Are

The Medical Secretarial Service provides secretarial and administration support to medical, surgical, and clinical teams across the acute sector of NHS Grampian. The team includes Medical Secretaries, Audio Typists, Administrators, Filing Clerks, Receptionists, Trainers, PAs, and the Management Team. There are opportunities for expansion and progression within the service, including expanding knowledge into other medical, surgical, and clinical services, or progressing to supervisory, training, or management roles.

Diversity and Inclusion

We are focused on hiring the very best talent available and actively encourage applications from candidates of all backgrounds. We aim to ensure everyone is treated fairly, with respect, and has a positive recruitment experience – regardless of the outcome.

Informal Enquiries

For informal enquiries please contact Martin Urquhart, Assistant Secretarial Service Manager, at martin.urquhart@nhs.scot.

Application Process

All applications must be made via the NHS Scotland Recruitment Website; CVs will not be considered for shortlisting. We expect a high volume of applications and may close the post early. Please apply as soon as possible.

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. NHS Scotland welcomes applications from all sections of society.

Important Dates & Help

Interview date: Thursday 23rd October 2025. For help with the application process, please visit the Jobtrain site. Do not upload a CV. Posts may close early due to volume of applications.

Please ensure your contact details are accurate and that your address reflects your current place of residence.

As a disability confident employer, NHS Grampian is committed to inclusive recruitment. If you need adjustments during the recruitment process, please contact our recruitment team at gram.recruitment@nhs.scot.

Please check your email (including junk folders) and your Jobtrain account for updates. If you need system support, contact Jobtrain Candidate Support Hub.

Note: Some vacancies are for internal candidates only. If you are an NHS Grampian employee, update your Jobtrain profile accordingly.