Urology Administrative Assistant/Coordinator AA

NHS Scotland; Kirkcaldy; On-site; GBP 21,000 - 27,000; Full time

Job summary

NHS Fife invites applications for an Urology Administrative Assistant / Co-ordinator on a fixed-term basis for 12 months. The role supports the Urology department’s day-to-day operations and multidisciplinary team, ensuring efficient clinic management, staff liaison, and high-quality patient services.

The post requires strong administrative skills, careful attention to confidentiality, and a flexible approach to evolving priorities within a busy NHS environment.

Qualifications

• Educated to Standard Grade level (or equivalent), including English.
• Flexible approach to work with ability to adapt to changing priorities.
• Demonstrates confidentiality and GDPR awareness.

Responsibilities

• Supporting the management of clinics and maintaining the Urology activity matrix.
• Coordinating clinic schedules, including cancellations, reductions, and reinstatements.
• Maintaining staff records, including annual leave, study leave, and sickness absence.
• Processing payroll information and supporting Health Roster (SSTS) administration.
• Assisting with recruitment documentation, appraisals, and HR-related processes.
• Responding to enquiries from staff, patients, and visitors in a courteous and efficient manner.
• Maintaining accurate filing systems and ensuring confidentiality and GDPR compliance.
• Supporting stock control and ordering of supplies.
• Contributing to accurate record keeping and service reporting (e.g. sickness reports) and overall department organisation.

Skills

Administrative skills

Attention to detail

Education

Standard Grade level (or equivalent)

Tools

SSTS payroll system

Job description

NHS Fife Internal Applicants only - You must be currently employed by NHS Fife to be eligible to apply for this post

FIXED TERM FOR 12 MONTHS*

An exciting opportunity has arisen to join our team as a Urology Administrative Assistant / Co-ordinator within the Planned Care Directorate. This is a key administrative role supporting the efficient and effective running of the Urology service across NHS Fife.

Based within the Urology Department, you will work as part of the multidisciplinary team to support both clinical and administrative functions, ensuring a high-quality, patient-focused service and contributing to the smooth day-to-day operation of the department.

You will be responsible for a wide range of tasks supporting both patient services and staff coordination, including:

• Supporting the management of clinics and maintaining the Urology activity matrix
• Coordinating clinic schedules, including cancellations, reductions, and reinstatements
• Maintaining staff records, including annual leave, study leave, and sickness absence
• Processing payroll information and supporting Health Roster (SSTS) administration
• Assisting with recruitment documentation, appraisals, and HR-related processes
• Responding to enquiries from staff, patients, and visitors in a courteous and efficient manner
• Maintaining accurate filing systems and ensuring compliance with confidentiality and GDPR requirements
• Supporting stock control and ordering of supplies
• You will also play a key role in ensuring accurate record keeping, supporting service reporting (e.g. sickness reports), and contributing to the overall organisation of the department.

You should be educated to Standard Grade level (or equivalent), including English, and demonstrate a flexible approach to work with the ability to adapt to changing priorities.

Informal Enquiries: Please contact [e-mail]

Salary is pro rata for part time hours if applicable

NHS Fife is legally obliged to ensure all its employees are legally entitled to work in the United Kingdom. If you are not a United Kingdom (UK) or Irish National, you are required to confirm your right to work in your application.

• Fixed Term/Secondment Opportunity Existing permanent employees must first discuss this opportunity with their substantive line manager. The secondment policy can be found here Hub Blink (joinblink.com) If you do not have approval for a secondment from your current line manager, you will not be able to progress your application for a fixed term post. External applicants, with continuous NHS Service, must also have in place a secondment agreement, from their existing board to apply for this post.

We offer flexible working and family-friendly policies and fully support disabled candidates, and candidates with long-term conditions or who are neurodivergent by making reasonable adjustments to our recruitment policy and practices.

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 websitehere.

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 licenced Sponsor, and if the post does not fall below the current minimum salary threshold or ‘going rate’. Further information on these criteria can be foundhere.

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 sponsoredBEFORE submitting your application form.

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

Show us the real you: Your application should reflect your skills, experience, and motivations authentically.

Use AI wisely: It’s fine to use AI for ideas or to check spelling and grammar, but don’t let it write your answers.

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 younot an AI tool.

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.