Administration Assistant

NHS Scotland; Hospital; On-site; CLP 28,456,000 - 34,923,000; Full time

Benefits offered by this job

Annual Leave 35 days

NHS pension scheme

Salary progression

Paid sick leave

NHS discounts

Job summary

NHS Lanarkshire is seeking a capable Administrative Support professional to join the Property and Support Services team. You will deliver high quality administrative services, including typing, filing, audio typing, correspondence, and efficient handling of management information systems and email to support smooth operations.

As the first point of contact, you will manage enquiries from staff, patients, and visitors, prioritise requests, and support meetings with agendas, notes, and

Qualifications

• SVQ3 or equivalent.
• Communication skills – both written and verbal, office management skills
• Proficient in PC programmes.
• General administration and office experience.
• Flexible team worker as well as working on own initiative
• Well-developed interpersonal skills in customer care.
• Good organisational and planning skills.

Responsibilities

• Provide a comprehensive administrative service including typing, filing, audio typing, photocopying, and letter composition.
• Handle telephone and face-to-face enquiries from staff, patients and visitors, directing and prioritising queries.
• Manage departmental mail and distribute/advise on action points.
• Support a wide range of meetings: arrange facilities, prepare agendas, distribute papers, and record notes.
• Maintain and update the filing system for easy access.

Skills

Communication skills

Office management

PC programmes

General administration

Teamwork

Interpersonal skills

Organisational skills

Education

SVQ3 or equivalent

Tools

PC programmes

Job description

About The Organisation

Here at NHS Lanarkshire, we put the patient at the heart of everything we do. Each colleague within the organisation plays a key role in how we deliver our healthcare services.

We proudly serve a population of 655,000 across rural and urban communities in both North and South Lanarkshire. NHS Lanarkshire is comprised of Acute Services (which currently provide hospital based services over 3 main sites), Corporate & Property & Support Services, North and South Lanarkshire Health and Social Care Partnerships which provide integrated primary healthcare and social care services to local communities and surrounding areas.

The Role

To provide a high level, efficient and effective support service to the Property and Support Services team to ensure all functions and tasks are discharged to internal and external parties in all work streams.

In This Key Role, You Will

• To provide a comprehensive administrative service, to ensure efficiency of department, including typing, filing, audio typing, photocopying and the composition of letters, hospital stamp, the use of management information systems and e-mail to facilitate the smooth and effective running of the department.
• As first point of contact, deal with telephone and face to face enquiries from all staff groups, patients and visitors, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
• Manage departmental mail, responding where appropriate and directing/prioritising to assist in the efficiency of the service delivery.
• To provide support to a wide range of meetings including arranging facilities/venues, preparing agendas and distributing supporting papers to participants. Attend meetings to record notes and distribution of notes and relevant papers. Following up with management team on action points to ensure they are updated and complete.
• Maintain and update the filing system for the department ensuring a methodical and easily accessible system.

What You'll Bring

• SVQ3 or equivalent.
• Communication skills – both written and verbal, office management skills
• Proficient in PC programmes.
• General administration and office experience.
• Flexible team worker as well as working on own initiative
• Well-developed interpersonal skills in customer care.
• Good organisational and planning skills.

What we Offer

As a valued employee of NHS Lanarkshire, you can enjoy an extensive range of benefits including:

• Annual Leave - 35 days including public holidays
• Generous NHS pension scheme
• Annual incremental salary progression
• Paid sick leave increasing with length of service
• NHS discounts and more.

NHS Lanarkshire is dedicated to building a diverse workforce where everyone can thrive, develop, and succeed based on their skills, knowledge, and talent - regardless of race, disability, gender, sexual orientation, or care experience* or any other dimension that can be used to differentiate people from one another.

• Care experienced applicants include those who have lived with foster parents, kinship carers, or in residential/secure children's settings.

For informal discussion, please contact Lee Ann Deakin, Admin Supervisor on [e-mail]

If you have any questions about the recruitment process or require support with your application, contact Stephanie McNeill, Recruitment Administrator on [e-mail]

AI tools like ChatGPT or Copilot can be great for planning and preparing your application, but your answers must be your own.

• Show us the real you: Your application should reflect your skills, experience, and motivations authentically.
• Use AI wisely: It’s fine to use AI for ideas or to check spelling and grammar, but don’t let it write your answers.
• Why this matters: Applications that rely on AI-generated content may be withdrawn. By applying, you confirm your responses are based on your own knowledge and achievements.

Tip: Think of AI as a helper, not a substitute. We want to understand you, not an AI tool.

Full details about the role are provided in the attached Job Description and Person Specification.

Please review our Application Guidance which explain key information including closing dates, amendments, right‑to‑work requirements, sponsorship eligibility and important points to be aware of before submitting your application

You can also learn more about working with NHS Lanarkshire by viewing our Information Pack