Estates Clerical Officer

NHS National Services Scotland; Melrose; On-site; GBP 21,000 - 23,000; Full time

Job summary

NHS Borders Estates Department in Melrose is seeking a Clerical Assistant on a fixed-term 6-month contract, working 8:00am–4:00pm, Wednesday to Friday. The role is based at Borders General Hospital within the Estates Admin Office.

Responsibilities include processing financial paperwork, handling calls, supporting repairs reporting in Agility, and managing paper and electronic records. SVQ Level 3 in Administration or two years’ relevant experience required; strong IT and Excel skills essential.

Qualifications

• SVQ Level 3 in Administration or at least 2 years practical experience.
• Strong IT skills and Microsoft Excel proficiency.
• Experience with NHS internal systems (SSTS, Agility, PECOS) is advantageous.

Responsibilities

• Processing financial paperwork – placing orders, receipting invoices etc.
• Customer service – telephone support and first point of contact for Estates.
• Repair Reporting Admin – support Agility repairs system and reports.
• Information Management – filing and records management per NHS practice.

Education

SVQ Level 3 in Administrative subject

2 years practical experience

Tools

SSTS

Agility

PECOS

Microsoft Excel

Job description

OUR VALUES IN ACTION

• Compassion
• Kindness
• Integrity
• Teamwork
• Excellence

ESTATES & FACILITIES DEPARTMENT

Fixed Term for 6 months, shift pattern Wednesday to Friday 8.00am to 4.00pm

This position will be based at the Borders General Hospital (Melrose)

NHS Borders Estates Department has a vacancy for a suitably qualified and experienced Clerical Assistant to join our team.

As a member of the Estates Administrative Team, this role will provide a comprehensive range of services to support the Operational and Project teams within the department by contributing to the effective delivery of a 24/7 reactive repairs and maintenance service across the Scottish Borders. Based within the Estates Admin Office, Primary Services Block, Borders General Hospital, Melrose. Key duties will include:

• Processing financial paperwork – placing orders, receipting invoices etc.
• Customer service – Providing a telephone service to colleagues contacting the Estates department, taking messages, relaying information and being a first point of contact into the service.
• Repair Reporting Admin – Supporting Estates staff by administering records on the ‘Agility’ repairs management system. Pulling reports as required and responding to telephone enquiries relating to Estates jobs.
• Information Management – Ensuring paperwork (both paper and electronic) is filed and managed in line with NHS records management practice. The post holder will be required to work alone as well as part of a bigger team and should demonstrate excellent communication, organisation and time management skills. Strong IT skills are essential including working experience of the Microsoft Office Suite, particularly Microsoft Excel. Previous experience of using NHS internal systems such as SSTS, Agility and PECOS would be advantageous. Minimum qualifications for the post are SVQ Level 3 in an Administrative subject or at least 2 years practical experience in a similar role.

The person must be willing to undergo training and attend training courses as required.

There may be a requirement to work out with normal hours. (e.g. emergency situation)

For informal inquiries please contact... Danny Kelly, Estates Manager Buildings, 01896 826360 or email [e-mail]

Whether you’re early in your career or looking to take the next step into a more senior role, NHS Borders offers a supportive environment where you can grow, influence change, and make a real impact.

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 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 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 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

***PLEASE NOTE: We cannot accept late applications so please ensure your application is submitted early***

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