NHS Lothian
257979 Administrative Officer (KA)
Get notified of more jobs like this · No spam, ever
How your CV stacks up
Upload your CV to see how well it fits this job role
?%
NHS Scotland Commitment
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.
AI Tools and Application Guidelines
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.
- 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- Why this matters: Applications that rely on AI-generated content may be withdrawn.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 you not an AI tool.
Job Details
Salary
AFC Band 4
Hours
Full-time, 36 hours per week.
Contract
Fixed Term 6 Months
Base
Quality Directorate, Waverley Court, Edinburgh.
Please note that the successful candidate will on occasion be required to travel to other sites in Lothian to support events, attend meetings, take minutes or for staff training.
Post Detail
We are seeking an enthusiastic self-motivated individual to provide an effective comprehensive range of administrative, secretarial and systems support duties for our team and the wider service. The basic duties of this post follow our Band 4 Generic Job Description (attached). This post will provide administrative support to a range of work programmes within the Quality Directorate with responsibility for the following main duties:
Reasons to use Rodeo
Start with a chat, not a search bar
Grad scheme, placement, apprenticeship? Not sure what you want yet — that's fine. Your agent talks it through with you and turns "I have no idea" into a shortlist.
It searches the market for you
Every day your agent scans the market matching roles against what actually matters to you, not just keywords on a CV.
Only hits
No noise. No "maybe this fits." Just roles with a clear explanation of why they're right — and where to focus when applying.
- Provide full administrative support to work programmes including arranging internal and external meetings, drafting agendas, taking notes of any meetings, updating relevant documents e.g. project action trackers, Excel dashboards
- Support the production and maintenance of communication materials such as educational materials, newsletters and intranet pages
- Act as the first point of contact for enquiries from healthcare teams participating in our work programmes
- Manage MS Teams Channels and post relevant communications to stakeholders
- Maintain Financial records and liaise with Finance colleagues to process payments
Work portfolios are subject to regular review depending on the needs of the team.
Experience
Applicants must have proven advanced administrative and secretarial skills, combined with excellent IT skills - particularly MS Excel & MS Word. Experience of managing and maintaining databases and spreadsheets is also very useful.
The post holder must have a proven ability to organise and coordinate high level meetings. The successful candidate must also have well developed organisational and interpersonal skills with a flexible approach to work. The ability to work well within a small team is also essential.
The post holder must have proven effective communication skills, with a customer service focused approach, in relation to the support function we provide to the wider organisation.
Candidates will be educated to HNC/HND level or have an equivalent level of work experience in a similar role, preferably within the NHS or other similarly large organisation, with evidence of ongoing personal development.
Application Guidelines
Candidates should provide original and authentic responses to all questions within the application form. The use of artificial intelligence (AI), automated tools, or other third-party assistance to generate, draft, or significantly modify responses is strongly discouraged. By submitting your application, you confirm that all answers are your own work, reflect your personal knowledge, skills and experience, and have not been solely produced or altered by AI or similar technologies. Failure to comply with this requirement may result in your application being withdrawn from the application process.
Get help with your application
Your very own career expert that helps elevate your application to the next level.
Join Us
Join us in making a lasting impact on the quality of care in NHS Lothian!
For further information on what is included in the role and what skills/experience are being looked for, click on the links at the bottom of the screen to the job description and person specification. If after reading this information you have any questions, please contact Sue Perkins, 07852102761
Working in the UK
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 Immigration 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 in the further information for this vacancy.
Please note: we anticipate a high level of interest in this position and may close the vacancy early once a sufficient amount of applications are received. Therefore, please make sure you complete and submit your application at an early stage.
We will fully support disabled candidates, and candidates with long-term conditions or who are neurodivergent by making reasonable adjustments to our recruitment policy and practices.
“It took my CV and asked me questions relevant to understanding what kind of jobs to suggest for me. Suggestions were almost perfect. Jobs were exactly what I’ve been looking for.”
Jessica, London
Skills