Administrative Assistant – Events and Facilities

NHS National Services Scotland; Glasgow; On-site; GBP 24,000 - 30,000; Full time

Job summary

A leading healthcare organization in Glasgow is seeking enthusiastic individuals to join their facilities management team. The role involves supporting daily operations, managing bookings, and ensuring high-quality customer service. Ideal candidates should have a background in customer service and be adept at using Microsoft Office tools. This position offers the chance to work in a dynamic environment and contribute to important public services.

Benefits

Flexible working options

Generous NHS pension scheme

Annual Leave - 27 Days plus public holidays

NHS discounts

Qualifications

• Enthusiastic and self-motivated.
• Experience in customer service and administrative roles is preferred.
• Strong organisational and digital skills.

Responsibilities

• Support a busy property and facilities department.
• Operate online booking and travel systems.
• Assist with day-to-day events and facilities functions.

Skills

Customer focused with a flexible problem-solving attitude

Ability to work collaboratively in a team

High attention to detail

Excellent communication skills

Proficiency in Microsoft Office

Ability to work on own initiative

Tools

Microsoft Teams

Microsoft Outlook

Microsoft Excel

Job description

Location: 4th Floor, 177 Bothwell Street, Glasgow, G2 7ER

Work Pattern: Permanent, Full Time, 37 hours per week

You must have eligibility and entitlement to work in the UK which is required to be maintained throughout your period of employment.

Who We Are

NHS Education for Scotland (NES) is the national health board with statutory responsibilities to effect sustainable change through workforce development, education and training across the health and social care system in Scotland, while working at UK level with partner organisations.

The Property & Facilities Management department is part of a wider directorate group structure within NES. This Directorate is led by the Executive Director of Finance and each of the departments is led by a Head of Service, in this case the Head of Property and Facilities Management.

The Property and Facilities Management (PFM) team are responsible for the provision of specialist property and facilities management support services across the NHS Education for Scotland property portfolio, encompassing office and training accommodation at 9 sites across the main cities in Scotland.

The Opportunity

We are looking for enthusiastic and self-motivated individuals to join our small, but highly versatile team, based at our NES office in Glasgow.

We are looking for individuals with working experience gained in face-to-face customer service and ideally in office-based administrative support roles.

The successful applicants will be responsible for supporting a busy property and facilities department, operating within a frontline services environment, using online booking and travel systems and tools, alongside supporting day-to-day events and facilities functions (e.g room set ups; catering services; health & safety; and security).

An effective team player, you will possess excellent organisational, communication and digital skills, with a strong focus on flexibility and customer service.

Do you enjoy the challenge of working to deadlines and being adaptive to an ever-changing environment?

Do you enjoy working and communicating with a wide variety of people?

Do you want to play a key role in delivering a high quality customer service to both our internal NES workforce and our external stakeholders (NHS visitors, suppliers and service providers)?

Do you enjoy working in a team and supporting your team members?

Working within the property and facilities, the role will offer the opportunity to gain a wider understanding/working knowledge of the property and facilities services provided across the organisation. The intention is for NES to be able to grow their own operational support teams of the future and this role will be a key part of that journey.

Does this sound like you?

What We Love to See

Our Events and Facilities team need to offer a broad range of skills and experience, if you can offer some or all of these, we’d love you to apply:

• Customer focused with a flexible problem-solving attitude

• Ability to work collaboratively in a team, and with other departments

• High attention to detail in all aspects of your work

• Ability to communicate clearly, effectively and confidently at all levels (both verbally and in writing)

• Ability to readily adapt to the physical aspects of the role

• Proven track record using Microsoft packages (in particular MS Teams, MS Outlook, and MS Excel) and confidence in learning and using other specialist software (e.g. online booking systems and travel/accommodation systems)

• Ability to implement, and ensure compliance with company policies & procedures

• Demonstrate honesty, integrity, care and compassion when dealing with others, utilising tact and persuasion skills when necessary

• Ability to work on own initiative, to organise and prioritise own workloads, to meet strict deadlines

Benefits Which Matter

As a valued employee of NHS Scotland, you can enjoy an extensive range of benefits including:

• Life-work balance - with opportunities for flexible working and hybrid working

• Generous NHS pension scheme

• Annual incremental salary progression (up to the maximum of the salary band) plus annual NHS salary scale review

• Annual Leave - 27 Days increasing in line with service plus 8 days public holiday

• NHS discounts and more

Diversity and Inclusion

Developing a successful national service for Scotland is impossible without ensuring we consider the diverse needs, perspectives and backgrounds of everyone in Scotland in our work.

We are focused on hiring the very best talent available for NES, and actively encourage applications from candidates of all backgrounds and aim to ensure everyone is treated fairly, with respect and has a positive recruitment experience – regardless of the outcome.

It’s not essential to be in an Events and Facilities role right now. You may be returning from a career break (e.g. maternity, paternity, caring for others) or returning after working in another field. Your experiences elsewhere can bring a fresh perspective to our work.

If you are considering applying and feel it would be helpful to discuss this initially, please contact [e-mail]

Next Steps

This role is based on-site at our Glasgow office. Our interview and final selection process will therefore be at our office location.

All applicants who are shortlisted for interview will be contacted by e-mail.

Face-to-face interviews including two practical assessments (MS Excel plus a desktop exercise) will take place on Wednesday, 15 October 2025 and Monday, 20 October 2025.

For further information please refer to the Job Information Pack below.

Unless otherwise stated the deadline for applications is 23:59 hours on the closing date. Please note, CVs will not be accepted.

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 willcheck 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 website here.

For specific types of post, if you do not have the necessary eligibility to work in the UK, it might be possible (though not guaranteed) to secure sponsorship via a UK Skilled Worker/Health & Care Worker Visa. However, this is only possible if the employer is a licenced Sponsor, and if the post does not fall below the current minimum salary threshold or ‘going rate’. Further information on these criteria can be found here.

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.

If you have any queries regarding the NHS Scotland National Recruitment Portal or the recruitment process, please don't hesitate to contact our recruitment partners, the East Region Recruitment Service, at: [e-mail]