Administrative and Clerical Officer

NHS Scotland; Dundee; On-site; GBP 21,000 - 25,000; Full time

Job summary

NHS Scotland is seeking an Administrative & Clerical Officer to provide essential support to our sales, purchasing and administrative functions at Ninewells Hospital in Dundee.

This full-time role (36 hours, Monday to Friday) offers training and the opportunity to work within a busy NHS office environment, contributing to smooth operations and effective service delivery.

Qualifications

• Applicants must be able to follow written instructions and accurately record information is essential.
• Full training will be provided to the successful candidate.

Responsibilities

• Sales Administration: process incoming customer orders, prepare quotations, order confirmations and dispatch documentation.
• Purchasing Support: assist with raising purchase orders and tracking supplier deliveries; maintain stock records and liaise with suppliers.

Job description

About 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.

Administrative & Clerical Officer

An opportunity has arisen to join our team as an Administrative & Clerical Officer, providing essential support to our sales, purchasing and administrative functions at an exciting time for the service. This role is key to ensuring smooth and efficient operations within a busy office environment.

About The Service

NHS Scotland Pharmaceutical ‘Specials’ Service (PSS) provides a national service ensuring patients across the UK have access to high‑quality unlicensed medicines that are unavailable commercially or are affected by supply shortages. PSS also supports the manufacture of Investigational Medicinal Products for clinical trials and research across the UK. Operating from a purpose-built, state‑of‑the‑art facility based at Ninewells Hospital, the service supplies a broad product range including creams, ointments, oral liquids, injections, pre‑filled syringes, and specialist repackaging and over‑labelling services.

About The Role

Administrative & Clerical Officers assist with the day‑to‑day coordination of sales orders, purchasing activities, and general office operations. You will play an important role in maintaining accurate records, supporting communication between teams and customers, and ensuring that workflow processes run smoothly to meet service deadlines.

Key Duties

• Sales Administration
  • Process incoming customer orders accurately and efficiently.
  • Prepare quotations, order confirmations and dispatch documentation.
  • Maintain up‑to‑date customer records and assist with enquiries.
  • Support the coordination of order timelines to help meet tight production deadlines.
• Purchasing Support
  • Assist with raising purchase orders and tracking supplier deliveries.
  • Maintain stock and procurement records, ensuring information is accurate and up to date.
  • Liaise with suppliers to obtain prices, lead times, and order updates.
  • Support the team in monitoring stock levels of key materials.

Values Based Service

• Care & Compassion
• Dignity & Respect
• Openness, honesty and responsibility
• Quality & teamwork

Applicants must be able to follow written instructions and accurately record information is essential. Full training will be provided to the successful candidate. This post is suitable for individuals who enjoy learning and working with accuracy and attention to detail, as part of a team. This is a full-time position, working 36 hours Monday to Friday.

For further information, or to arrange a site visit, please contact:
Sarah Keenan-Cargill tel: [phone] ext: 55979; e‑mail: [e-mail]