Administration Assistant

NHS National Services Scotland; Wishaw; On-site; GBP 21,000 - 25,000; Full time

Job summary

NHS Lanarkshire is seeking an experienced administrative professional to provide high-level support to the Property and Support Services team. The role involves a comprehensive range of clerical duties, coordinating meetings, handling inquiries, and ensuring efficient running of the department.

The post is a fixed-term nine-month contract with emphasis on accuracy, reliability, and proactive communication. Applicants should demonstrate strong organisational skills and proficiency in standard PC

Qualifications

• SVQ3 or equivalent qualification.
• Strong communication, both written and verbal.
• Proficient with standard PC software.
• Experience in general administration.

Responsibilities

• Provide comprehensive administrative support for the department.
• Handle telephone and in-person inquiries from staff and visitors.
• Manage departmental mail and distribution of papers.
• Arrange meetings, take notes, and follow up on actions.

Skills

Communication skills

Office management

PC proficiency

Admin experience

Education

SVQ3 or equivalent

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.

Please note this is a fixed term post for 9 months. Where a post only has temporary funding and an existing member of NHS Lanarkshire staff wishes to apply, this will be treated as a secondment. The employee MUST already have written agreement from their line manager to be released on a secondment before applying for the post.

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.

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.

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 Bernadette O'Brien, Business Support Office Manager on Bernadette.O'[e-mail]

If you have any questions about the recruitment process or require support with your application, contact Gemma Irwin, Recruitment Administrator [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.

Interested?

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

Unless otherwise stated, the deadline for applications is 23:59 hours on the closing date.