Admin Assistant (2 Posts)

NHS Scotland is reducing their full time working week from 37.5 to 37 hours per week from 1 April 2024 but with no change in pay. This reduction will also be applied pro rata for part time staff. This advert and any subsequent offer/contract of employment therefore reflects the new working hours. However, as not all service areas will be able to adopt the 37 hour working week immediately from 1 April 2024, you may be required to work up to an additional 30 minutes per week for a temporary period for which you would be paid until the service you are working in changes rosters or working patterns to accommodate the new reduced working week. If you have any questions or concerns please contact the Recruiting Board.

Flexible Location: Based throughout Scotland, NES is a remote friendly employer supporting office and hybrid working. Please note a regular presence at our NES office in Aberdeen Dental Education Centre is a requirement for this role. We’re happy to talk about how you want to work.

Work Pattern: Fixed term, Part Time, 18.5 hours per week (2 vacancies)

Fixed term or secondment* for 18 months from date of appointment

**For NHS applicants, an NHS secondment will be offered in the first instance. For non-NHS applicants, a fixed-term or secondment would be considered.

You must have eligibility and entitlement to work in the UK which is required to be maintained throughout your period of employment.

Who We Are

NHS Education for Scotland (NES) is the national health board with statutory responsibilities to effect sustainable change through workforce development, education and training across the health and social care system in Scotland, while working at UK level with partner organisations.

The Dental Directorate is responsible for the delivery of high-quality education and training across a diverse range of training programmes, including the management, funding and provision of postgraduate education for dentists and dental care professionals (DCPs).

Within the Dental Directorate there are a number of workstreams. This post will support the Hub for Dental Care Professionals (DCP) as well as provide support to other workstreams within the Directorate, including Dental Workforce Development, Vocational Training (VT), Core & Specialty (CST), and Optometry.

The Opportunity

We are looking for an enthusiastic and self-motivated individual to join our, highly talented team. Working within the business support team you will support the DCP/VT/DWD workstreams and any other on-site activities.

We are looking for individuals with working experience gained in face-to face customer service and ideally in office-based administrative support roles.

The successful applicant will be responsible for supporting Dental Education and Training both face to face and online.

An effective team player, you will possess excellent organisational, communication and digital skills, with a strong focus on flexibility and customer service.

Do you enjoy the challenge of working to deadlines and being adaptive to an ever-changing environment?

Do you enjoy working and communicating with a wide variety of people?

Do you want to play a key role in delivering a high-quality customer service to both our internal NES workforce and our external stakeholders (NHS visitors, suppliers and service providers)?

Do you enjoy working in a team and supporting your team members?

This role will offer the opportunity to gain a wider understanding/working knowledge of the Education & Training services provided across the organisation. The intention is for NES to be able to grow their own operational support teams of the future and this role will be a key part of that journey.

Does this sound like you?

What We Love to See

Admin Assistants have a broad range of skills and experience, if you can offer some or all of these, we’d love you to apply:

• Customer focused with a flexible problem-solving attitude

• Experience of working collaboratively and flexibly within a team, and across other workstreams and departments

• High attention to detail in all aspects of your work

• Ability to communicate clearly, effectively and confidently at all levels (both verbally and in writing)

• Proven track record using Microsoft packages (in particular MS Teams, MS Outlook, and MS Excel) and confidence in learning and using other specialist software (e.g. online booking systems and travel/accommodation systems)

• Demonstrate honesty, integrity, care and compassion when dealing with others, utilising tact and persuasion skills when necessary

• Ability to work on own initiative, to effectively organise and prioritise own workloads and to meet strict deadlines

• Ability to implement, and ensure compliance with company policies & procedures

Benefits Which Matter

As a valued employee of NHS Scotland, you can enjoy an extensive range of benefits including:

• Life-work balance - with opportunities for flexible working and remote working

• Generous NHS pension scheme

• Annual incremental salary progression (up to the maximum of the salary band) plus annual NHS salary scale review

• Annual Leave - 27 Days increasing in line with service plus 8 days public holiday

• NHS discounts and more
  

Diversity and Inclusion

Developing a successful national service for Scotland is impossible without ensuring we consider the diverse needs, perspectives and backgrounds of everyone in Scotland in our work.

We are focused on hiring the very best talent available for NES, and actively encourage applications from candidates of all backgrounds and aim to ensure everyone is treated fairly, with respect and has a positive recruitment experience – regardless of the outcome.

It’s not essential to be in an office administration role right now. You may be returning from a career break (e.g. maternity, paternity, caring for others) or returning after working in another field. Your experiences elsewhere can bring a fresh perspective to our work.

If you are considering applying and feel it would be helpful to discuss this initially, please contact Kim Roberts, Centre Coordinator/DCP Senior Admin Lead, Kim.Roberts@nhs.scot

Next Steps

• NHS candidates will be considered firstly on a secondment basis, and so are strongly encouraged to discuss this with their current NHS employer at the earliest opportunity, ideally prior to application.

Our recruitment process is currently 100% remote and if successful you would initially work remotely, working from our offices as operationally required. Please note, a regular presence at our NES office in Aberdeen Dental Education Centre is a requirement for this role.

All applicants who are shortlisted for interview will be contacted by e-mail.

Online interviews will take place on Wednesday 15 May 2024.

For further information please refer to the Job Information Pack below.

Unless otherwise stated the deadline for applications is 23:59 hours on the closing date. Please note, CVs will not be accepted.

If you have any queries regarding the NHS Scotland National Recruitment Portal or the recruitment process, please don't hesitate to contact our recruitment partners, the East Region Recruitment Service, at: EoS.ERRS@nhs.scot