Administrative Assistant – Events & Facilities

Flexible Location: Based throughout Scotland, NES is a remote friendly employer supporting office and hybrid working. We’re happy to talk about how you want to work.

Work Pattern: Fixed Term, Full Time, 37 hours per week

Fixed-term or Secondment**

Post 1: 18 months from date of appointment,

Post 2: until 14 November 2025

• 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 Property & Facilities Management department is part of a wider directorate group structure within NES. This Directorate is led by the Executive Director of Finance and each of the departments is led by a Head of Service, in this case the Head of Property and Facilities Management.

The Property and Facilities Management (PFM) team are responsible for the provision of specialist property and facilities management support services across the NHS Education for Scotland property portfolio, encompassing office and training accommodation at 9 sites across the main cities in Scotland.

The Opportunity

We are looking for enthusiastic and self-motivated individuals to join our small, but highly versatile team, based at our NES office in Glasgow.

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 applicants will be responsible for supporting a busy property and facilities department, operating within a frontline services environment, using online booking and travel systems and tools, alongside supporting day-to-day events and facilities functions (e.g room set ups; catering services; health & safety; and security)

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?

Working within the property and facilities, the role will offer the opportunity to gain a wider understanding/working knowledge of the property and facilities 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

Our Events and Facilities team need to offer 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
• Ability to work collaboratively in a team, and with other 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)
• Ability to readily adapt to the physical aspects of the role
• 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)
• Ability to implement, and ensure compliance with company policies & procedures
• Demonstrate honesty, integrity, care and compassion when dealing with others, utilising tact and persuasion skills when necessary
• Ability to work on own initiative, to organise and prioritise own workloads, to meet strict deadlines
  
  

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 hybrid 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 Events and Facilities 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 [email protected]

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.
  
  

This role is based on-site at our Glasgow office. Our interview and final selection process will therefore be at our office location

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

Face-to-face interviews including two practical assessments (MS Excel plus a desktop exercise) will take place on Tuesday, 5 November 2024, Wednesday, 6 November 2024 and Thursday, 7 November 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: [email protected]