Administrative Officer

Job details

• Job reference: 250672
• Salary: Band 3 (£29,103 - £31,409)
• Job closing date: 22/06/2026
• Job Type: Administrative Services
• Location: Astley Ainslie Hospital
• Employment type: Permanent
• Hours Per Week: 36
• Job posted date: 08/06/2026
• Employer (NHS Board): NHS Lothian
• Department: SMART Centre - Admin

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• Why this matters: Applications that rely on AI-generated content may be withdrawn.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.

Vacancy Details: AFC Band 3. Salary range £29,103 to £31,409 WTE 36 hours per week

Duties and Responsibilities: The you will: Provide administrative and secretarial support to all SMART service areas ensuring delivery of effective and efficient patient services, and support service improvements as required. Responsibility for day to day supervision of Band 2 Administrative Assistants in SMART Assist the Admin Team Leads in operational matters as and when required.

Key Requirements: We are looking for an individual who has a “can do” attitude, is flexible and motivated. Good interpersonal and communication skills will be required for this role. You need to be able to remain calm in stressful situations. As well as having an ability to work on your own, you need to be able to work as part of a team and share knowledge and learning.

Further Information: The SMART Centre provides services for adults and children who have a permanent disability affecting their mobility. These include mobility and postural services (wheelchairs and special seating), prosthetics, orthotics and bioengineering services, electronic assistive technologies, blue badge independent mobility assessment (Edinburgh only), custom needs design service, a disabled living centre and gait analysis service. In addition the SMART Centre provides the National Scottish Driving Assessment Service as well as hosting various other clinical services such as, podiatry, spinal injuries clinic, spasticity management clinic and other outpatient clinics. As part of the Admin team you will help provide comprehensive administrative support to all the above services.

How to apply: Informal enquiries to Matthew Reid, Admin Team Lead on 0131 537 9066 or Matthew.Reid3@nhs.scot or, Lynda Campbell, SMART Business Manager on 0131 537 9187 or Lynda.Campbell@nhs.scot

This post requires the post holder to have a PVG Scheme membership/record. If the post holder is not a current PVG member for the required regulatory group (i.e. child and/or adult) then an application will need to be made to Disclosure Scotland and deemed satisfactory before they can begin in post.

Due to legislative changes from 1 April 2025, this post may require a different level of criminal records check done than is currently the case. If the post is assessed as a "regulated role", your appointment will be subject to joining the Protecting Vulnerable Groups (PVG) Scheme. If there is any change to what is currently required, this will be confirmed by either the Hiring Manager or the Recruitment Team. For more details on these changes please visit: Disclosure Scotland Changes.

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. 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.

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 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.

Vacancy Details: AFC Band 3. Salary range £29,103 to £31,409 WTE 36 hours per week

Duties and Responsibilities: The you will: Provide administrative and secretarial support to all SMART service areas ensuring delivery of effective and efficient patient services, and support service improvements as required. Responsibility for day to day supervision of Band 2 Administrative Assistants in SMART Assist the Admin Team Leads in operational matters as and when required.

Key Requirements: We are looking for an individual who has a “can do” attitude, is flexible and motivated. Good interpersonal and communication skills will be required for this role. You need to be able to remain calm in stressful situations. As well as having an ability to work on your own, you need to be able to work as part of a team and share knowledge and learning.

Further Information: The SMART Centre provides services for adults and children who have a permanent disability affecting their mobility. These include mobility and postural services (wheelchairs and special seating), prosthetics, orthotics and bioengineering services, electronic assistive technologies, blue badge independent mobility assessment (Edinburgh only), custom needs design service, a disabled living centre and gait analysis service. In addition the SMART Centre provides the National Scottish Driving Assessment Service as well as hosting various other clinical services such as, podiatry, spinal injuries clinic, spasticity management clinic and other outpatient clinics. As part of the Admin team you will help provide comprehensive administrative support to all the above services.

How to apply: Informal enquiries to Matthew Reid, Admin Team Lead on 0131 537 9066 or Matthew.Reid3@nhs.scot or, Lynda Campbell, SMART Business Manager on 0131 537 9187 or Lynda.Campbell@nhs.scot

This post requires the post holder to have a PVG Scheme membership/record. If the post holder is not a current PVG member for the required regulatory group (i.e. child and/or adult) then an application will need to be made to Disclosure Scotland and deemed satisfactory before they can begin in post.

Due to legislative changes from 1 April 2025, this post may require a different level of criminal records check done than is currently the case. If the post is assessed as a "regulated role", your appointment will be subject to joining the Protecting Vulnerable Groups (PVG) Scheme. If there is any change to what is currently required, this will be confirmed by either the Hiring Manager or the Recruitment Team. For more details on these changes please visit: Disclosure Scotland Changes.

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. 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.

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.