Locality Support Officer

NHS National Services Scotland; Ayr; On-site; GBP 22,000 - 28,000; Part time

Job summary

NHS Ayrshire and Arran is seeking a Locality Support Officer for the Mass Vaccination Programme based at Ailsa Hospital, Ayr. The role provides confidential administrative support and coordinates workforce, acting as a key contact for staff, patients and external partners to help ensure safe vaccination delivery.

The post requires SVQ Level 3 (or equivalent), strong IT skills with Microsoft Office, excellent organisation, and the ability to manage priorities and deadlines.

Qualifications

• SVQ Level 3 (or equivalent) in a relevant field or equivalent experience.
• Experience working in a busy office environment.
• Strong IT skills including Microsoft Office packages.
• Excellent organisational skills with attention to detail.
• Ability to manage competing priorities and meet deadlines.
• Strong communication and interpersonal skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide high-quality administrative, clerical and secretarial support to the Vaccination Programme Team.
• Support rostering processes, monitor staffing levels and highlight risks to Team Leads.
• Input and maintain workforce information on SSTS and other systems for payroll and reporting.
• Act as a first point of contact for clinical staff, care homes and members of the public, triaging enquiries.
• Manage care home vaccination administration, including consent forms and clinic coordination.
• Maintain departmental trackers, spreadsheets and records, ensuring accuracy and data quality.
• Support absence management and produce reports for senior staff.
• Liaise with HR, Payroll, Finance, Transport and Digital Services.
• Provide cross-cover across the wider administration team to ensure service continuity.

Skills

Strong communication and interpersonal

Excellent organisational skills

Ability to manage competing priorities

Experience in busy office environment

Education

SVQ Level 3 (or equivalent)

Tools

Microsoft Office

Job description

NHS Scotland:

NHS Scotland is committed to encouraging equality and diversity among our workforce and eliminating unlawful discrimination. The aim is for our workforce to be truly representative and for each employee to feel respected and able to give their best. To this end, NHS Scotland welcomes applications from all sections of society.

Who we are:

NHS Ayrshire and Arran are one of 14 territorial NHS Boards within NHS Scotland.

In support of our core purpose of Working together to achieve the healthiest life possible for everyone in Ayrshire and Arran, we are committed to a culture that is Caring, Safe, and Respectful. You will be required to work collaboratively in a safe, caring and respectful way.

To find out more about NHS Ayrshire and Arran please visit our website - NHS Ayrshire & Arran - Home (nhsaaa.net).

AI tools like ChatGPT or Copilot can be great for planning and preparing your application—but your answers must be your own.

• Show us the real you: Your application should reflect your skills, experience, and motivations authentically.
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• Why this matters: Applications that rely on AI-generated content may be withdrawn. By applying, you confirm your responses are based on your own knowledge and achievements.

Tip: Think of AI as a helper, not a substitute. We want to understand you—not an AI tool.

Position:

An exciting opportunity has arisen for Locality Support Officer within our Mass Vaccination Department based at Ailsa Hospital, Dalmellington Road, AYR, KA6 6AB. This post is offered on a permanent basis.

Hours:

28.8hrs per week (1 day off per week) – Shift Pattern to be agreed.

This post is offered on a permanent basis.

UK Driving Licence:

A UK driving licence is essential for this role.

What you will do:

As a Locality Support Officer, you will provide comprehensive and confidential administrative support to the Mass Vaccination Programme, working closely with Team Leads, the Business Manager / Project Lead, and the wider multidisciplinary team. This is a varied and demanding role, where you will be a key point of contact for staff, patients, and external partners, supporting the safe and effective delivery of vaccination clinics across Ayrshire & Arran. A significant aspect of the role involves workforce coordination, including monitoring staffing levels, supporting rostering processes, and ensuring accurate data entry across national systems.

Key Responsibilities

• Provide high-quality administrative, clerical and secretarial support to the Vaccination Programme Team
• Support complex rostering processes, including monitoring staffing levels and highlighting risks to Team Leads
• Input and maintain workforce information on SSTS and other systems to ensure accurate payroll and reporting
• Act as a first point of contact for clinical staff, care homes and members of the public, triaging enquiries appropriately
• Manage care home vaccination administration, including consent forms and clinic coordination
• Maintain departmental trackers, spreadsheets and records, ensuring accuracy and data quality
• Support absence management processes and produce reports for senior staff
• Liaise with key departments including HR, Payroll, Finance, Transport and Digital Services
• Provide cross-cover across the wider administration team to ensure service continuity

Knowledge, training and/or experience required for this post:

• SVQ Level 3 (or equivalent) or relevant experience
• Experience working in a busy office environment
• Strong IT skills, including Microsoft Office packages
• Excellent organisational skills and attention to detail
• Ability to manage competing priorities and work to deadlines
• Strong communication and interpersonal skills
• Ability to handle confidential information with discretion

If you want to find out more about the role, please contact Gillian Robertson, Business Manager / Project Lead – Vaccination on Tel: [phone].

Please note that we anticipate a high level of interest in this position and may close the vacancy early once enough applications are received. Therefore, please make sure you complete and submit your application at your earliest opportunity.

RIGHT TO WORK / CERTIFICATES OF SPONSORSHIP

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. Further information on what NHS Scotland Boards are required to do to check this as well as what your responsibilities include can be found within the attached Candidate Information Pack.

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.

NHS Ayrshire & Arran may be able to offer visa sponsorship for certain roles, provided the post meets the minimum salary threshold and any other required criteria. When considering if a post meets the salary threshold for sponsorship, please note the salary advertised is based on a full-time contract and must be pro-rated for part-time positions. Sponsorship is not guaranteed and is assessed on a case-by-case basis following interview and at the commencement of pre-employment checks.

Please visit here for further information.

We are unable to provide sponsorship for Band 2 posts or bank contracts.

ADDITIONAL INFORMATION FOR CANDIDATES

• To view our accessibility statement, please follow this link: https://www.eess.nhs.scot/jobtrain-accessibility-statement/
• Please note that our correspondence method is by email, therefore please ensure you enter your email address accurately.
• Please check your email regularly (including junk folders) and your NHS Jobs Scotland account for updates.
• Please contact JobTrain Candidate Support Hub: https://jobseekersupport.jobtrain.co.uk/support/home - for advice and support with any system issues.
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• Some of our vacancies are for internal candidates only. If you are a staff member, please ensure you update your NHS Jobs Scotland account profile to reflect that you are employed by NHS Ayrshire and Arran.
• Please note, for all vacancies where a driving licence is required this must be a full UK/EU/EEA licence.