Administrative Officer/Administrator

NHS Scotland; United Kingdom; On-site; GBP 24,000 - 30,000; Full time

Job summary

A national health organization in the UK is seeking an Administrative Officer to support and maintain effective office management systems. This role requires excellent organisational and customer service skills, along with experience in an office administrator role. The position offers flexible working arrangements within a supportive environment, and successful candidates will enjoy a generous NHS benefits package including a pension scheme and annual leave.

Benefits

Flexible working arrangements

Generous NHS pension scheme

Annual leave – 27 days plus 8 public holidays

Qualifications

• Demonstrable experience in an office administrator role or equivalent.
• Experience of working in Medical Education is beneficial.

Responsibilities

• Support and maintain office management systems for smooth information flow.
• Deal with non-routine enquiries and provide direct support.
• Organise and coordinate national meetings and events.

Skills

Organisational skills

Customer service skills

Microsoft Office knowledge

Ability to work independently

Education

NVQ Level 3 qualification or equivalent

HNC level in Business Administration or equivalent

Job description

Flexible Location: NES is a remote-friendly employer with staff based throughout Scotland. We support office-based and hybrid working arrangements. We welcome conversations about alternative working patterns—please get in touch during the application process to discuss.

Work Pattern: Permanent, Monday to Friday 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 Training Programme team within NES is responsible through the Executive Medical Director to the NES Board and through the Board to Scottish Government for the delivery of postgraduate medical education in Scotland.

The Opportunity

Key tasks will include but are not restricted to:

• Support and maintain appropriate and effective office management systems to ensure a smooth flow of information within the department. Working proactively, suggesting and implementing changes to local procedures and processes to improve efficiency, where appropriate.
• Deal with non-routine enquiries received by the department, sending out all the relevant documents/other information as requested, providing direct support for all enquiries, progress chasing and problem solving.
• To carry out a range of administrative tasks applicable to their department/directorate.
• Provide cover for other team members as and when required.
• Organise and co‑ordinate meetings/conferences at a national level/training events/project or steering group meetings for the team, organising diaries, taking and distributing minutes, preparing materials/delegate packs and arranging catering/equipment.
• Enter quality feedback and other data to databases and spreadsheets to a high level of accuracy and efficiency, and support management staff in the production and dissemination of routine reports as needed.

Working within the Training Programme Management workstream you will have the opportunity to bring your unique skills and experience to the table, collaborating across multiple workstreams and business areas to support the Medicine teams.

Does this sound like you?

What We Love to See

• NVQ Level 3 qualification or equivalent including good standard of English and Maths
• HNC level in Business Administrative discipline or equivalent
• Demonstrable experience in an office administrator role or equivalent
• Experience of working in Medical Education
• Excellent organisational skills with the ability to prioritise own workload to meet challenging deadlines
• Ability to work independently and as part of a team
• High level of customer service skills
• Good working knowledge of Microsoft Packages (e.g. Word, Excel, PowerPoint)
• 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 administrative 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

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

In person or online Teams interviews will take place on Friday 9th January 2026.

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.

1. Please be advised that if you are successful in being offered the role following the recruitment process, you will be expected to attend the office prior to your start date to complete face‑to‑face pre‑employment checks. If you require any adjustments to support this, please let us know.
2. 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 Immigration 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 website here.

For specific types of post, if you do not have the necessary eligibility to work in the UK, it may 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 licensed 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].