Administrative Assistant

Brook Street; City of Edinburgh; On-site; GBP 60,000 - 80,000; Full time

Job summary

Brook Street is hiring an Administrative Assistant for the Ministry of Defence in Edinburgh. This role involves supporting Occupational Health services through various administrative tasks, including managing schedules, appointment planning, and general reception duties. A reliable candidate with GCSEs or NVQ in Business Administration is essential, with a supportive and engaging work environment emphasized for applicants with military backgrounds.

Qualifications

• Strong written and verbal communication skills.
• Ability to manage workloads effectively.
• Basic working knowledge of Microsoft Office required.

Responsibilities

• Assist with the day-to-day running of Occupational Health services.
• Manage patient referrals and appointment planning.
• Support general administrative tasks and reception duties.

Skills

Communication

Organisational skills

Adaptability

Education

Minimum of two GCSEs (Grade C or above)

NVQ Level 1 in Business Administration or relevant experience

Tools

Microsoft Office

Job description

Administrative Assistant - Ministry of Defence (MOD)

Location: Regional Occupational Health Team, Medical Centre, Redford Barracks, Edinburgh, EH13 0PP
Pay Rate: £14.19 per hour (paid weekly)
Contract Duration: ASAP start until 29 August 2025 (with possibility of extension)
Working Hours:

• Monday to Thursday: 8:00 AM - 4:30 PM (30-minute lunch break)
• Friday: 8:00 AM - 1:00 PM

The Ministry of Defence is seeking a dependable and well-organised Administrative Assistant to support the Regional Occupational Health Team at Redford Barracks in Edinburgh. This temporary role offers a unique opportunity to work within a government organisation, providing vital support to Occupational Health services. There is a possibility that the contract may be extended beyond the current end date.

Key Responsibilities:

• Assist the Business Manager with the day-to-day running of Occupational Health (OH) business and administrative services
• Support the delivery and management of effective clinical administration, including clinician scheduling, use of accommodation, and resource planning
• Manage patient referrals, appointment planning, issuing appointment letters, and processing post-medical board documentation
• Participate in general reception duties, including patient administration, booking appointments, answering telephone enquiries, distributing mail, and filing
• Assist in the collation and reporting of Patient Experience Surveys
• Refer any verbal or written complaints to the Business Manager in line with the complaints procedure
• Maintain up-to-date information boards in the Front Office and Reception areas
• Sort and distribute incoming and outgoing mail
• Photocopy, file, post, and proof-read documents
• Accurately answer telephone calls and relay messages
• Support general administrative tasks in accordance with established procedures

Candidate Requirements:

• Minimum of two GCSEs (Grade C or above) or equivalent
• NVQ Level 1 in Business Administration or relevant administrative experience
• Basic working knowledge of Microsoft Office
• Strong written and verbal communication skills
• Ability to manage workloads effectively and adapt to a busy, professional environment

Application Requirements:
Candidates must provide the following documentation prior to starting:

• Photographic proof of identity (e.g. passport or driving licence)
• Proof of National Insurance number, including full legal name and all middle names
• Proof of address dated within the last 3 months

Brook Street is proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.

As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.

Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you.

In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.

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