Administration Support Officer

NHS National Services Scotland; Kirkcaldy; On-site; GBP 19,000 - 26,000; Full time

Benefits offered by this job

Flexible working

Family-friendly policies

Disability support & adjustments

Job summary

NHS National Services Scotland is seeking an Administration Support Officer within the Practice and Professional Development Department. The role offers variety, balancing day-to-day service support with opportunities to contribute to improved systems, data quality and ways of working.

You will support the PPD Admin Team, coordinate diary and meetings, manage records, and help develop data systems while maintaining high accuracy and a proactive, independent working style within NHS Fife and the

Qualifications

• Good administrative experience, confidence using Microsoft 365 applications
• Efficient and ethical use of AI, and the ability to maintain accurate records
• Proactive, reliable and able to work independently within a team

Responsibilities

• Support the PPD Admin Team with diary coordination, meetings, enquiries, records management and cross-training
• Assist the Senior Administration Officer to review data, identify gaps and support new data systems
• Manage competing priorities with initiative, ensuring high accuracy across a varied workload
• Provide high-quality administrative support for learning, development and professional practice across NHS Fife

Skills

Microsoft 365

Attention to detail

Organisational skills

Communication

Education

GCSE or equivalent

Tools

SharePoint

Microsoft Teams

Records management software

Job description

An exciting opportunity has arisen to join the Practice and Professional Development Department as an Administration Support Officer. This is a varied and engaging role for someone who enjoys working across a broad range of administrative responsibilities, balancing day-to-day service support with opportunities to contribute to improved systems, data quality and ways of working.

The role has two key areas of focus. Firstly, you will support the PPD Admin Team to provide an efficient, responsive and comprehensive administration service to the wider PPD Department, ensuring cross training to prevent single points of failure. This will include supporting training activity, meetings, enquiries, diary coordination, records management and the smooth running of departmental processes.

Secondly, you will work with the Senior Administration Officer to review information and data held by the department, helping to identify gaps, improve accuracy and support the development of new data systems. This part of the role would suit someone with strong attention to detail, an organised approach and the ability to sort through information carefully and accurately.

We are looking for someone who is proactive, reliable and comfortable working independently, while also being a supportive member of the wider team. The successful candidate will be able to manage competing priorities, use their initiative, communicate effectively and maintain a high standard of accuracy even when working across a varied workload.

Good administrative experience, confidence using Microsoft 365 applications, efficient and ethical use of AI, and the ability to maintain accurate records will be important. However, just as important will be the post holder’s approach: organised, curious, detail-focused, adaptable and willing to support improvements in how administrative information is managed and used.

This role would suit someone who takes pride in providing high-quality administrative support, enjoys making sense of information, and wants to contribute to a department that supports learning, development and professional practice across NHS Fife.

For informal enquiries, please contact Jack Simms, Senior Administration Officer: [e-mail]

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.

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 websitehere.

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 sponsoredBEFORE submitting your application form.

We offer flexible working and family-friendly policies and fully support disabled candidates, and candidates with long‑term conditions or who are neurodivergent by making reasonable adjustments to our recruitment policy and practices.

Please note the salary is pro rata for part time hours.

AI tools like ChatGPT or Copilot can be great for planning and preparing your application—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.

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.