Admin Assistant – Events & Facilities EC-1422

NHS National Services Scotland; United Kingdom; Hybrid; GBP 40,000 - 60,000; Full time

Job summary

A prominent health service organization based in Edinburgh is seeking enthusiastic individuals for property and facilities support roles. The successful candidates will possess strong customer service experience and excellent organizational skills. You will aid in managing front-line services and assist with day-to-day functions in a busy environment, all while having the opportunity for flexible and hybrid working arrangements. Interested applicants should apply to play a key role in contributing to the service's operational success.

Benefits

Flexible working arrangements

Generous NHS pension scheme

Annual leave increasing with service

NHS discounts

Qualifications

• Experience in customer service and administrative support roles.
• Excellent organizational and digital skills.
• Ability to communicate clearly and confidently.

Responsibilities

• Support property and facilities department operations.
• Manage online booking and travel systems.
• Assist with events and facilities functions.

Skills

Customer focused

Team collaboration

Attention to detail

Communication skills

Microsoft Office proficiency

Problem-solving attitude

Job description

Flexible Location

NES is a remote‑friendly employer with staff based throughout Scotland. We support office‑based and hybrid working arrangements. We welcome conversations about alternative working patterns—please get in touch during the application process to discuss.

Work Pattern

Fixed Term, Full Time, 37 hours per week. As of 1/4/26, the Agenda for Change full‑time working week will be reducing from 37 to 36 hours per week. Part‑time hours will be reduced pro‑rata. However, there will be a corresponding increase in the hourly rate so that pay will not be affected.

Fixed‑term or Secondment for 18 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

NHS Education for Scotland (NES) is the national health board with statutory responsibilities to effect sustainable change through workforce development, education and training across the health and social care system in Scotland, while working at UK level with partner organisations.

The Property & Facilities Management department is part of a wider directorate group structure within NES. The 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 NHS Education for Scotland property portfolio, encompassing office and training accommodation at 9 sites across the main cities in Scotland.

The Opportunity

We are looking for enthusiastic and self‑motivated individuals to join our small, but highly versatile team, based at our NES 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 applicants 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 NES workforce and our external stakeholders (NHS visitors, suppliers and service providers)? Do you enjoy working in a team and supporting your team members?

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 NES 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

• 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 (MS Teams, MS Outlook, 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

• 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 is impossible without ensuring we consider the diverse needs, perspectives and backgrounds of everyone in Scotland in our work.

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

It’s 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 for others) or returning after working in another field. Your experiences elsewhere can bring a fresh perspective to our work.

If you are considering applying and feel it would be helpful to discuss this initially, please contact [e-mail].

Next Steps

NHS candidates will be considered firstly on a secondment basis, and so are strongly encouraged to discuss this with their current NHS employer at the earliest opportunity, ideally prior to application.

All applicants who are shortlisted for interview will be contacted by e‑mail.

This role is based on‑site at our Edinburgh office. Our interview and final selection process will therefore be at our office location.

In‑person Interviews including a desktop exercise and Excel Test will take place on Monday, 26 January 2025.

For further information please refer to the Job Information Pack below.

Unless otherwise stated the deadline for applications is 23:59 hours on the closing date. Please note, CVs will not be accepted.

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 Immigration Service.

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.

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 licensed 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.

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.

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].