Job Advert
**** COVID-19 – Please note that during this time all interviews will be conducted remotely. If successful, you will also initially be working remotely in line with the guidance from the Scottish Government***
Fixed term/ *Secondment until 12 months FTC
SLA or secondment only for NHS staff in the first instance*
Base location: Flexible Base Location (any NHS Education for Scotland office)
Who We Are
NHS Education for Scotland (NES) is an education and training body and a special health board within NHS Scotland, with responsibility of developing and delivering education and training for the healthcare workforce in Scotland.
NES Digital Service (NDS) are a directorate within NES, whose role is to deliver one of the key objectives of the Scottish Government’s Digital Health & Care Strategy, which called for a Scottish ‘national digital platform’ through which relevant real-time data and information from health and care records will be made available to those who need it, when they need it, and wherever they are, in a secure and safe way.
We are non-hierarchical, collaborative, and we continually learn and share our knowledge. You will be a key part of our core Business and Admin Team within NDS, which currently comprises a General Manager, Officer Manager, Executive Officer and Admin. Officer.
NES-Digital are a directorate within NES. You will be working closely with the Digital Senior Team as part of the Core Services Business unit. Core Services provide administrative support to the directorate and are involved in supporting its wide breadth of business. This role, along with the rest of the team, do that by adopting available technologies, utilising project management skills to track and assist workstreams and implementing and developing good administrative support practices. Core Services overall aim is to provide a gold standard level of service to a Directorate amidst its changing and ever increasing demands.
We seek someone both curious and conscientious, preferably with a strong administrative support and/or project management type of background.
What you'll do
Our work is challenging, varied and hugely rewarding – NDS and NES-Digital are unique environments where you will support a number of critical workstreams who are working hard to help improve eye care, cancer treatment, address the impact of COVID-19 (and much more).
You will work across NDS and NES-Digital directorates.
Key tasks will include but are not restricted to:
- Provide a high level of proactive administrative support to the senior team, managing and actioning a broad range of complex enquiries; including delegation/allocation of work and ensuring timely follow up action is taken e.g. keeping track of daily actions and priorities, pre-empting needs and deadlines.
- Planning and organising a variety of tasks and ensuring project management processes are adopted.
- Provide comprehensive administrative support to the NDS Information Governance & Data team, coordinating projects and supporting emergent requests.
- Maintain good financial records and support established financial management systems, including purchase order requisition, goods receipting, and tracking and reconciling expenditure within the Directorate.
- Planning and organising a variety of tasks, including the involvement in multiple projects and programmes of work and the contribution to the definition of project scope and setting of achievable project objectives.
- Coordinate and contribute to the production of support materials for the Directorate. Including things like risk registers, operational plans, reports, communications and ensuring the maintenance of filing structures and records management are maintained.
- Acting as a point of contact for the Directorate, dealing with all enquiries attached to their role and processing them in accordance with the relevant procedures.
- Meeting support including minute taking, organisation and co-ordination of meetings (of both national and international caliber) and use your organizational skills to maintain diaries for members of the management team: including negotiating often challenging/conflicting commitments and making judgements, within broad guidelines, on their behalf.
What you'll bring
This will include but is not restricted to:
- Demonstrable experience of providing high-level administrative support to senior management.
- Experience of managing complex issues at corporate level.
- Experience of proactively managing and actioning a broad range of complex enquiries; including delegation/allocation of work and ensuring swift follow-up action is taken.
- Ability to organize and prioritise workload to meet tight deadlines.
- Excellent communication skills, building relationships with colleagues and proactively seeking opportunities to improve administrative support within and across NDS and NES-Digital.
- Strong IT skills, with particular experience of the Microsoft O365 suite of applications (including Word, Excel, Outlook and Teams).
If you are interested in this vacancy and would like further information, please refer to the Job Information Pack which includes a copy of the Job Summary, Job Description, Person Specification and Conditions of Service.
Informal enquiries may be directed to Helen New, General Manager, NDS at Helen.New@nhs.scot and Paula Duncan, Manager, NES-Digital at Paula.Duncan@nhs.scot
*Applicants who wish to apply on a secondment basis are strongly encouraged to discuss this with their current employer at the earliest opportunity.
Unless otherwise stated the deadline for applications is 23:59 hours on the closing date.
If you have any queries regarding the application portal or the recruitment process, please contact us at: recruitment.hr@nes.scot.nhs.uk