Admin Support Assistant

NHS National Services Scotland; Ayr; On-site; GBP 14,000 - 16,000; Full time

Job summary

NHS Ayrshire and Arran is seeking an organised Admin Support Assistant to join the Estates Department at University Hospital Ayr / Ailsa Hospital. This fixed-term role runs for 12 months with a 30-hour week (Mon-Fri 9:00–3:30).

You will support day-to-day operations with Excel, basic accounts and PECOS/other procurement tools, ensuring accuracy and timely processing for the department.

Qualifications

• Educated to SVQ Level II or ECDL in Business or Office Administration, or substantial relevant experience.
• Strong knowledge of Microsoft Office, especially Excel, with data handling skills.
• Ability to manage a varied workload and meet deadlines with minimal supervision.

Responsibilities

• Deliver a high-quality administrative service to support day-to-day operations.
• Be the first point of contact for the Estates Maintenance Helpdesk and route requests appropriately.
• Handle requests and phone queries with accuracy, discretion and professionalism.

Skills

Administrative skills

Attention to detail

Organisational skills

Excel experience

Education

SVQ Level II in Business/Office Administration

ECDL in Business/Office Applications

Tools

PECOS ordering system

Job description

NHS Scotland:

NHS Scotland 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 Scotland welcomes applications from all sections of society.

Who we are:

NHS Ayrshire and Arran are one of 14 territorial NHS Boards within NHS Scotland.

In support of our core purpose of Working together to achieve the healthiest life possible for everyone in Ayrshire and Arran, we are committed to a culture that is Caring, Safe, and Respectful. You will be required to work collaboratively in a safe, caring and respectful way.

To find out more about NHS Ayrshire and Arran please visit our website - NHS Ayrshire & Arran - Home (nhsaaa.net)

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Position:

An exciting opportunity has arisen for a Admin Support Assistant based in The Estates Department, University Hospital Ayr / Ailsa Hosptal. This post is offered on a fixed-term basis for 12 months.

Hours:

30.00 hours per week with a degree of flexibility required to provide cover when required.
Monday – Friday 9.00am – 3.30pm

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:

We are seeking a highly organised and motivated individual with strong administrative skills, excellent attention to detail, and proven experience in the use of Excel spreadsheets and basic accounts or financial processes.
Working as part of a busy department, the post holder will deliver a high-quality, comprehensive administrative service, supporting the smooth and efficient running of day-to-day operations. The role requires the ability to manage competing priorities, work effectively under pressure, and maintain a consistently high level of accuracy, discretion, and professionalism.
You will be the first point of contact for the Estates Maintenance Helpdesk, responsible for appropriately assigning requests, processing remote calls logged via the electronic system from various departments and via the helpdesk telephone enquiry line.
You will demonstrate behaviours aligned with NHS values, including respect, compassion, teamwork, and a commitment to delivering a high standard of service to colleagues and service users.xxxxxx

Knowledge, training and/or experience required for this post:

You should be educated to SVQ Level II or ECDL in Business or Office Administration, or possess substantial relevant administrative experience at a comparable level. A sound working knowledge of Microsoft Office packages, including Excel with experience of spreadsheets and data handling, is essential.
You will demonstrate highly developed organisational, numeracy, audio and keyboard skills, with proven experience of managing a varied workload, prioritising tasks, and working to deadlines with minimal supervision. Previous experience of the PECOS ordering system or procurement systems is desirable.

Right to Work / Certificates of Sponsorship

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. Further information on what NHS Scotland Boards are required to do to check this as well as what your responsibilities include can be found within the attached Candidate Information Pack.

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.

NHS Ayrshire & Arran may be able to offer visa sponsorship for certain roles, provided the post meets the minimum salary threshold and any other required criteria. When considering if a post meets the salary threshold for sponsorship, please note the salary advertised is based on a full-time contract and must be pro-rated for part-time positions. Sponsorship is not guaranteed and is assessed on a case-by-case basis following interview and at the commencement of pre-employment checks.

Please visit here for further information.

We are unable to provide sponsorship for Band 2 posts or bank contracts.

Additional Information for Candidates

If you would like to find out more about the role, please contact Karen Rowe at [e-mail]