251507 Secretary

An exciting opportunity has arisen to join the Specialist Forensic Service and the Intellectual Disability Team within NHS Dumfries and Galloway! We’re seeking an organised and motivated Team Secretary to support our NHS Specialist Forensic Team and Learning Disability Service. In this key role, you’ll provide efficient administrative and secretarial support to our multidisciplinary team.

The NHS Specialist Forensic Service and Intellectual Disability Team are specialist multidisciplinary services supporting adults to live healthier, safer and more independent lives. They work with individuals, families, carers and partner agencies to deliver person-centred care tailored to individual needs. The Specialist Forensic Team also works closely with Criminal Justice Partnership colleagues, the Scottish Prison Service and secure hospital services.

Who’s in the team?

Nurses (Community Learning Disability Nurses, Specialist Forensic Nurse)

Administrators

Psychologists

Psychiatrists

Speech and Language Therapists

Occupational Therapists

Physiotherapists

Advanced Nurse Practitioners

Consultant Psychiatrists

The Team Secretary will provide vital administrative support to ensure the smooth running of the services. The post will work alongside other team secretaries to manage diaries and appointments, handle calls and emails, prepare letters and reports, take meeting minutes, and maintain accurate electronic records. The role involves coordinating communication between clinicians, services and service users, ensuring information is handled professionally, confidentially and efficiently. The preferred candidate will have experience of working in administration and will require strong organisational skills, good IT competence, excellent communication, and the ability to prioritise in a busy team environment.

The successful candidate will be required to work 9am to 5pm Monday to Friday with an opportunity for hybrid working.

Please note that interviews will only be held in person (not via MS Teams).

For an informal discussion about this post, please contact Jenn Taylor, Service Manager, ***email_hidden*** or Jena Davies, Deputy General Manager, [email protected]

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).