Special Operations Support Administrator

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

Job summary

NHS Scotland is seeking an Administrative Support Administrator within the National Risk and Resilience Department to assist Operations Support Operatives, Team Leader and Manager in robust administrative functions.

Responsibilities include stock management, ordering, invoicing, and records maintenance in a secure, fast-paced environment with IT tools such as Word, Excel, Pecos and Genesis.

Qualifications

• Strong communication and organisational skills.
• Experience with stock management, receipting, ordering and invoicing is desirable.
• Full, current UK driving licence with max 3 penalty points is essential.

Responsibilities

• Provide administrative support to Operations Support Operatives, Team Leader and Manager.
• Use Microsoft Word, Excel and Copilot; manage laptops, devices and asset tagging.
• Place regular orders for consumables and equipment using Pecos and Genesis.
• Maintain electronic and manual records; handle sensitive information with security vetting.

Skills

Communication

Organisational skills

Teamwork

Initiative

Tools

Microsoft Word

Excel

Copilot

Pecos

Genesis procurement

Job description

The National Risk and Resilience Department (NRRD) is currently seeking applications from enthusiastic, flexible and self-motivated individuals to provide administrative support to the Special Operations Support Team and the wider National Risk & Resilience Department. The NRRD manages a range of national functions including risk management, integrated emergency planning and resilience, business continuity and specialised operational response, including the Special Operations Response Teams and Community First Responders across Scotland. The purpose of SORT is to provide patient care in line with the service vision by taking professional care to the patient in environments where such care was previously unavailable.

The role of the Special Operations Support Administrator is to provide an effective administrative function to assist the Operations Support Operatives, Team Leader and Manager provide the robust and extensive measures required to support the function of the Special Operations Response Teams and the provision of Specialist Training for the Teams.

This includes:

• Providing administrative support to the Operations Support Manger and Team Leader using standard software including Microsoft Word, Excel and Copilot. Using IT equipment including Laptops, mobile phones/tablets, printing and asset tagging systems
• Ensuring that orders for consumable items and specialist equipment are placed on a regular schedule using the Pecos and Genesis procurement systems
• Maintenance of electronic and manual record systems to monitor stock levels, status of orders, receipt processes and maintenance schedules

The Operations Support Administrator manages the day-to-day administration needs of our department and ensures that our ordering and receipting processes are maintained to the highest standard. Upkeep of records relating to Staff and equipment is also a key element to this role and as such you will also be required to deal with sensitive information for which official security vetting will be required in addition to standard pre-employment checks.

The successful candidate will be a strong team player, with an ability to work on their own initiative. Good communication and organisational skills are essential, whilst experience of stock management, receipting, ordering and invoicing processes is desirable but not essential as training will be provided on the control systems currently in place. The possession of a full, current UK/EU driving licence with a maximum of 3 penalty points is essential.

It should also be noted that there are significant time constraints to meet schedules that must be adhered to within our department. The working environment can often be fast paced with the need to respond to requests at short notice.

This is a Fixed Term or Secondment – Approximately for 10 Months – 36 hours per week

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.

Please note that The Scottish Ambulance Service is NOT licensed to issue certificates of sponsorship under current UK Visas and Immigration (UKVI) regulations. Applicants must have the right to work in the UK without requiring sponsorship to work with us.

Due to legislative changes from 1 April 2025, this post may require a different level of criminal records check done than is currently the case. If the post is assessed as a "regulated role", your appointment will be subject to joining the Protecting Vulnerable Groups (PVG) Scheme. If there is any change to what is currently required, this will be confirmed by either the Hiring Manager or the Recruitment Team. For more details on these changes please visit: Disclosure Scotland Changes.

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.