Admin Assistant – Events and Facilities

NHS National Services Scotland; City of Edinburgh; On-site; GBP 25,000 - 32,000; Full time

Benefits offered by this job

Life-work balance - flexible & hybrid

NHS pension

Annual incremental salary progression

27 days annual leave + 8 holidays

NHS discounts

Job summary

Public Services Delivery Scotland (PSD Scotland) invites applications for an enthusiastic administrator within the Property and Facilities Management team in Edinburgh. You will support frontline services, coordinate events, bookings and travel systems, and help maintain safety and compliance across our sites.

You will work in a small but capable team, delivering high-quality customer service to NHS Scotland staff and external stakeholders, with a focus on organisation, communication and

Qualifications

• Customer focused with flexible problem-solving attitude
• Ability to work collaboratively in a team and with other departments
• High attention to detail in all aspects of your work
• Ability to communicate clearly, effectively and confidently at all levels (verbal and written)
• Ability to adapt to the physical aspects of the role
• Proven track record using Microsoft packages (Teams, Outlook, Excel) and learning other specialist software
• Ability to implement and ensure compliance with company policies and procedures
• Demonstrate honesty, integrity, care and compassion when dealing with others, using tact and persuasion
• Ability to work on own initiative, organise and prioritise workloads, meet deadlines

Responsibilities

• Support a busy property and facilities department within a frontline services environment
• Operate online booking and travel systems and tools
• Assist day-to-day events and facilities functions (room set ups, catering, health & safety, security)
• Be an effective team player with strong organisational and communication skills
• Contribute to delivering high-quality customer service to internal PSD Scotland staff and external stakeholders

Skills

Customer service

Teamwork

Attention to detail

Communication

Flexibility

MS Teams

MS Outlook

MS Excel

Online booking systems

Travel/accommodation systems

Tools

MS Teams

MS Outlook

MS Excel

Online booking system

Travel booking systems

Job description

On 1 April 2026, NSS and NES became one national organisation, focused on continuity today and a stronger, more connected service for tomorrow.

As part of this transformation, NHS National Services Scotland (NSS) and NHS Education for Scotland (NES) have joined to form a new organisation: Public Services Delivery Scotland (PSD Scotland). This new organisation will play a pivotal role in supporting the renewal and ensuring the long‑term sustainability of health and care services across Scotland.

Location: 2nd Floor, Gyle Square, 1 South Gyle Crescent, Edinburgh EH12 9EB

Work Pattern: Fixed Term, Full Time, 36 hours per week

Fixed-term or Secondment** for 6 months from date of appointment

**For NHS applicants, an NHS secondment will be offered in the first instance. For non-NHS applicants, a fixed-term or secondment would be considered.

You must have eligibility and entitlement to work in the UK which is required to be maintained throughout your period of employment.

Who We Are

PSD Scotland unites expertise from NES and NSS in a way that will allow us to accelerate national programmes to support the NHS to deliver better care, now and in the future.

We support staff with education and training, provide the tools and data that improve services, and run vital national functions such as procurement, logistics and blood, tissue and cell services.

The Property & Facilities Management department is part of a wider directorate group structure within PSD Scotland. This Directorate is led by the Executive Director of Finance and each of the departments is led by a Head of Service, in this case the Head of Property and Facilities Management.

The Property and Facilities Management (PFM) team are responsible for the provision of specialist property and facilities management support services across the property portfolio, encompassing office and training accommodation at 9 sites across the main cities in Scotland.

The Opportunity

We are looking for an enthusiastic and self‑motivated individual to join our small, but highly versatile team, based at our PDS Scotland office in Edinburgh.

We are looking for individuals with working experience gained in face‑to‑face customer service and ideally in office‑based administrative support roles.

The successful applicant will be responsible for supporting a busy property and facilities department, operating within a frontline services environment, using online booking and travel systems and tools, alongside supporting day‑to‑day events and facilities functions (e.g room set ups; catering services; health & safety; and security).

An effective team player, you will possess excellent organisational, communication and digital skills, with a strong focus on flexibility and customer service.

Do you enjoy the challenge of working to deadlines and being adaptive to an ever‑changing environment?

Do you enjoy working and communicating with a wide variety of people?

Do you want to play a key role in delivering a high quality customer service to both our internal PSD Scotland workforce and our external stakeholders (NHS visitors, suppliers and service providers?

Do you enjoy working in a team and supporting your team members?

Do you enjoy working from the office and connecting with your colleagues and customers face to face?

Working within the Property and Facilities, the role will offer the opportunity to gain a wider understanding/working knowledge of the property and facilities services provided across the organisation. The intention is for PSD Scotland to be able to grow their own operational support teams of the future and this role will be a key part of that journey

Does this sound like you?

What We Love to See

Our Events and Facilities team need to offer a broad range of skills and experience, if you can offer some or all of these, we’d love you to apply:

• Customer focused with a flexible problem‑solving attitude
• Ability to work collaboratively in a team, and with other departments
• High attention to detail in all aspects of your work
• Ability to communicate clearly, effectively and confidently at all levels (both verbally and in writing)
• Ability to readily adapt to the physical aspects of the role
• Proven track record using Microsoft packages (in particular MS Teams, MS Outlook, and MS Excel) and confidence in learning and using other specialist software (e.g. online booking systems and travel/accommodation systems)
• Ability to implement, and ensure compliance with company policies & procedures
• Demonstrate honesty, integrity, care and compassion when dealing with others, utilising tact and persuasion skills when necessary
• Ability to work on own initiative, to organise and prioritise own workloads, to meet strict deadlines

Benefits Which Matter

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

• Life-work balance - with opportunities for flexible working and hybrid working
• Generous NHS pension scheme
• Annual incremental salary progression (up to the maximum of the salary band) plus annual NHS salary scale review
• Annual Leave - 27 Days increasing in line with service plus 8 days public holiday
• NHS discounts and more

Diversity and Inclusion

Developing a successful national service for Scotland means considering the diverse needs, perspectives, and backgrounds of everyone in Scotland. We are focused on hiring the very best talent and actively encourage applications from candidates of all backgrounds. Our aim to ensure that everyone is treated fairly, with respect, and has a positive recruitment experience—regardless of the outcome.

We welcome applications from all under‑represented groups, including racially minoritised people and disabled people. It is not essential to be in an Events and Facilities role right now—you may be returning from a career break (e.g., maternity, paternity, caring) or coming from another field. Your experiences can bring a fresh perspective to our work.

It is ESSENTIAL that you have checked that you either already have an appropriate right to work in the UK or that the post would be eligible to be sponsored BEFORE submitting your application form.

1. Please be advised that if you are successful in being offered the role following the recruitment process, you will be expected to attend the office prior to your start date to complete face‑to‑face pre‑employment checks. If you require any adjustments to support this, please let us know.
2. To work in the United Kingdom, there is a legal requirement for an individual to demonstrate that they have the relevant permission to work in the country. This permission is, without exception, granted by the UK Visa and Immigrations Service.
3. As part of the pre‑employment checks for a preferred candidate, NHS Scotland Boards will check your entitlement to work in the UK. It can be evidenced through a number of routes including specific types of visa as well as EU settled and pre‑settled status. To find out more about these routes of permission, please refer to the GOV.UK website here.
4. For specific types of post, if you do not have the necessary eligibility to work in the UK, it might be possible (though not guaranteed) to secure sponsorship via a UK Skilled Worker/Health & Care Worker Visa. However, this is only possible if the employer is a licenced Sponsor, and if the post does not fall below the current minimum salary threshold or ‘going rate’. Further information on these criteria can be found here.

If you have any queries regarding the NHS Scotland National Recruitment Portal or the recruitment process, please don't hesitate to contact our recruitment partners, the East Region Recruitment Service, at: [e-mail]