Ward Admin Assistant (JE)

NHS National Services Scotland; Kirkcaldy; On-site; GBP 20,000 - 25,000; Full time

Job summary

A national healthcare service is seeking a Ward Administrative Assistant in Kirkcaldy, Scotland. This role involves providing comprehensive administrative and clerical support to Senior Charge Nurses. Key responsibilities include managing annual leave records and maintaining databases. Applicants should be educated to Standard Grade level and possess excellent keyboard skills, as well as proficiency in Microsoft Office. Previous administrative experience and numerical skills are necessary. Flexible working policies are promoted, along with support for candidates with disabilities.

Benefits

Flexible working

Family-friendly policies

Support for disabled candidates

Qualifications

• Prior administrative experience is beneficial.
• Knowledge of confidentiality, GDPR, and safe information handling required.
• Experience in a hospital environment is desirable.

Responsibilities

• Deliver high-quality administrative support.
• Manage annual leave records and update electronic systems.
• Create and maintain electronic databases for accurate record-keeping.

Skills

Excellent keyboard skills

Proficiency in Microsoft Office

Strong numeracy skills

Communication skills

Ability to work independently

Education

Educated to Standard Grade level

RSA/SCOTVEC qualification or equivalent

Job description

An exciting opportunity has arisen to join our Acute Services Medical Directorate as a Ward Administrative Assistant, providing comprehensive administrative and clerical support to our Senior Charge Nurses and their teams.

Responsibilities

• Delivering high-quality administrative support
• Managing annual leave records & calculations and updating relevant electronic systems with rota and absence information. Working with both decimal and time-based formats for accurate recording
• Creating/maintaining electronic databases or other tracking systems, e.g. to monitor attendance or keep accurate records

Essential Requirements

• Educated to Standard Grade level
• RSA/SCOTVEC qualification or equivalent, or relevant previous experience
• Excellent keyboard skills and proficiency in Microsoft Office
• Previous administrative experience
• Knowledge of confidentiality, GDPR, and safe handling of information
• Ability to work independently and as part of a team with minimal supervision
• Strong numeracy, communication, and English language skills

Desirable

• Knowledge and experience of a hospital environment
• Familiarity with NHS systems and processes (training will be provided)

If you are highly organised, detail-oriented, and passionate about supporting clinical teams, we would love to hear from you.

Informal Enquiries: Kerry Thomson Admin & Secretarial Services Manager, Acute Services Medical Directorate TEL: [phone] extension 21386

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 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 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 sponsored BEFORE submitting your application form.

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.

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.