Estates Administrative Assistant

NHS Scotland; Kirkwall; On-site; GBP 22,000 - 24,000; Part time

Benefits offered by this job

Distant Islands Allowance

NHS Pension

Job summary

NHS Orkney is seeking an experienced administrative professional to provide operational support to the Estates Department at The Balfour. The role includes assisting CDU, Medical Physics and Stores services, with close collaboration across teams to ensure smooth day-to-day operations.

The post is part-time (22 hours/week) and fixed-term for 12 months, based in Orkney, with emphasis on accuracy, confidentiality and proactive service delivery.

Qualifications

• Experience supporting administrative functions in a busy environment.
• Educated to SVQ Level 3 in Administration or equivalent experience.
• Excellent written and verbal communication skills.
• Highly organised, numerate and able to manage own workload with confidentiality.

Responsibilities

• Provide comprehensive administrative and operational support to the Estates Department.
• Support the Central Decontamination Unit (CDU), Medical Physics and Stores services.
• Coordinate activities and maintain efficient processes across teams.
• Collaborate with colleagues to ensure services are delivered smoothly and accurately.

Skills

IT skills

Minute taking

Communication skills

Time management

Education

SVQ Level 3 in Administration

Tools

Microsoft Word

Microsoft Excel

Outlook

Access

Job description

About The Organisation

NHS Orkney is committed to delivering excellent care to our 22,000 residents. Whether you’re new to the NHS or bringing experience from elsewhere, your skills will make a real difference.

Our modern healthcare facility, The Balfour, brings together inpatient care, emergency services, outpatient clinics, diagnostics, GP practices and the Scottish Ambulance Service. We’re also investing in services across our outer isles, ensuring high-quality care reaches every corner of Orkney.

We are guided by our core values that shape everything we do – Open and honest, Respect and Kindness – from how we care for our patients to how we support each other as colleagues.

About Orkney

With over 70 islands – 20 of them inhabited – Orkney offers a unique blend of natural beauty, close-knit community and an opportunity for adventure. From dramatic coastlines and rare wildlife to rich cultural traditions and active lifestyles, it’s a place where compassion thrives and every day brings something new. Regularly named one of the UK’s best places to live, Orkney offers a lifestyle that’s both fulfilling and inspiring.

The Position

The postholder will provide comprehensive administrative and operational support to the Estates Department, working under the direction of the Estates Maintenance Officer. The role is key to ensuring the efficient day-to-day running of the department, delivering a high standard of administrative assistance across a range of services. This includes supporting Estates functions as well as the Central Decontamination Unit (CDU), Medical Physics and Stores services.

The postholder will work closely with colleagues across these areas to help maintain effective processes, coordinate activities and ensure services are delivered smoothly and efficiently.

The Candidate

You will have previous administrative experience and be confident working in a busy environment where priorities can change and deadlines must be met. You will be comfortable dealing with a wide range of people, including managing challenging situations professionally and effectively. Strong IT skills are essential, with experience using Microsoft Office applications, particularly Word, Excel, Outlook and Access, together with experience of minute taking and producing accurate documentation.

Educated to SVQ Level 3 in Administration, or able to demonstrate equivalent relevant experience, you will possess excellent written and verbal communication skills and a keen eye for detail. You will be highly organised, numerate and able to manage your own workload effectively while maintaining high standards of accuracy and confidentiality.

Location, Working Pattern and Contract Duration

This post will be based at The Balfour

The successful candidate will work: Part Time 22 hours per week – Monday to Thursday 08.30 – 13.00 and Friday 08.00 - 12.30

This post is Fixed-Term for 12 months due to the substantive postholders return from maternity leave

It is a condition of this employment that you must live and remain a resident within the UK for the post in which you will be employed with NHS Orkney.

Benefits And Salary

• Did you know NHS Scotland salaries are higher than those in England, Wales, and Northern Ireland?
• The salary for this post is Band 3 and if residing on Orkney, you’ll also receive a Distant Islands Allowance of £1,719 pro rata per annum, adding extra value to your rewarding career with us.
• NHS Orkney also offers an attractive pension scheme, wide range of work life balance policies, employee assistance programme and various discounts to both local and national retailers.

Further Information

If you share our vision and are ready to be part of Team Orkney, we’d love to hear from you. Your rewarding career starts here!

We are happy to consider any reasonable adjustments that candidates may need during the recruitment process, and you will be asked whether you require any during your application. If there are additional requirements you would like to request, please contact [e-mail]

For further guidance on the recruitment process and tips for creating a strong application, please refer to our Candidate Application Pack.

To find out more about this opportunity please contact Teresa Marwick, Compliance Officer by email on [e-mail]

This post is subject to a Disclosure Scotland check.

NHS Orkney is an equal opportunities employer committed to advancing equality and particularly welcomes applications from groups of people currently underrepresented within the workforce. We are a committed participant in the Disability Confident Leader Scheme and guarantee to interview all disabled applicants who meet the minimum essential criteria for our vacancies.

Artificial Intelligence (AI) - Candidates should provide original and authentic responses to all questions within the application form. The use of artificial intelligence (AI), automated tools, or other third-party assistance to generate, draft, or significantly modify responses is strongly discouraged. By submitting your application, you confirm that all answers are your own work, reflect your personal knowledge, skills and experience, and have not been solely produced or altered by AI or similar technologies.

Failure to comply with this requirement may result in your application being withdrawn from the application process.

Please note this advert may close early if sufficient applications are received.