Business Support Assistant

About the role

An exciting opportunity has arisen for a Business Support Assistant based at The Johnnie Walker Bond, Kilmarnock. This post is offered on a permanent basis.

Hours

36 hours per week. Monday-Wednesday 9-5pm, Thursday 9-4.30pm, Friday 9-4pm.

From 1 April 2026, the working week for NHS Agenda for Change staff in Scotland will be reduced. Full-time hours will reduce from 37 to 36 hours (pro rata for part-time staff) without loss of earnings.

What you will do

As a Business Support Administrator, you will provide a dedicated, professional and comprehensive secretarial and administrative support service to Heads of Service, Senior and Service Management as appropriate. Delivering this support in an effective, efficient and proactive manner will be vital to the smooth running of the function. The role is instrumental in ensuring the flow of communication, information and correspondence projecting a positive, professional image for the whole function and in particular when acting as first point of contact for the Partnership Management Team.

The post holder primarily supports the Adverse Event Review Group working alongside the Associate Nurse Director and Risk Management colleagues to ensure the smooth co-ordination of this group. The post holder supports managers within the Partnership which will involve:

• Minute taking of a range of strategic meetings
• Diary management
• Tracking and bring forward systems
• Co-ordination of corporate information systems – including SSTS, eESS and other systems relating to performance management

Much of the work is unsupervised and the post holder requires to use own judgement when dealing with enquiries, e-mails, correspondence etc where quick decisions are required.

Knowledge, training and experience required

• HND in Business Administration OR equivalent demonstrable experience plus knowledge of specialist functional / medical / legal terms, organisational policies and procedures and knowledge and experience to deal with non-routine issues such as problem solving for areas of work or developing alternative or additional procedures
• Significant experience in a secretarial / personal assistant role
• Experience of transcribing documents from digital transcription equipment
• Experience of diary management, including planning and organising meetings and events
• Experience in minute taking of meetings
• Experience of working with members of the public
• Excellent communication and interpersonal skills – both written and verbal
• A good attention to detail when producing / processing information
• Analytical, problem solving and decision making skills
• Knowledge of Medical Terminology
• Knowledge of the various information systems within Health and / or Social Care
• Knowledge and understanding of the requirements the Partnership has to comply with in relation to Caldicott guidelines and Data Protection
• Ability to work autonomously and manage own workload
• Used Microsoft Office applications including Word, Excel, PowerPoint and Outlook

Further information

If you would like to find out more about the role, please contact Yvonne Hill at yvonne.hill@east-ayrshire.gov.uk.