Administration Assistant

NHS National Services Scotland; Kilmarnock; On-site; GBP 19,000 - 22,000; Full time

Job summary

NHS Ayrshire and Arran is offering a permanent Administration Assistant role based at University Hospital Crosshouse. The post is 20 hours per week, Monday to Friday, with pro-rated pay for part-time work.

You will provide general office support, manage staff records, arrange PDP dates, minutes, rostering input and data entry for the Hospital at Night ANP Clinical Managers. A UK driving licence is essential for this role.

Qualifications

• Experience of administration work is essential.
• Experience in Health Service environment desirable.
• Qualification at SVQ 3 level or equivalent with an interest in continued professional development is also essential.

Responsibilities

• Provide general office management assistance including word processing, minutes of meetings, photocopying, staff record filing, rostering input and updating SSTS.
• Manage and maintain databases and assist with data input; support attendance management and training records.
• Photocopying, maintain filing systems and handle telephone inquiries for the ANP Clinical Managers.

Skills

Administration experience

UK Driving Licence

Education

SVQ 3 or equivalent

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).

• 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• Why this matters: Applications that rely on AI-generated content may be withdrawn.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.

Position:

An exciting opportunity has arisen for an Administration Assistant based at University Hospital Crosshouse. This post is offered on a permanent basis.

Hours:

20 hours per week, Monday-Friday

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.

UK Driving Licence:

A UK driving licence is essential for this role.

What you will do:

To ensure that we continue to deliver an exemplary standard of care, a post has become available for an Administration Assistant to support 5 ANP Clinical Managers within the Hospital at Night department.

Working in hours, the post holder will provide general office management assistance including word processing, minutes of meetings, photocopying, staff record filing, rostering input and updating SSTS, arranging PDP dates, email, processing information. Manage and maintain databases and assist with data input. Support the maintenance of accurate staff training records by arranging training dates, recording attendance and support the attendance management process. Photocopying, maintaining filing systems and fielding telephone calls for the ANP Clinical Managers.

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

Experience of administration work is essential and experience working within a Health Service environment is desirable. Qualification at SVQ 3 level or equivalent with an interest in continued professional development is also essential.

If you would like to find out more about the role, please contact Mrs Lauren Docherty, Personal Secretary Tel [phone] and Mr David Hunter or Mrs Gillian McNaughton, ANP Clinical Nurse Managers Tel: [phone].

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 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 bank contracts.