Administrative Assistant

NHS Ayrshire & Arran

Administrative Assistant

Band 3 (£25,468 - £27,486)

NHS Ayrshire & Arran, Irvine, North Ayrshire

  • Part time
  • Permanent

, 6 Jul | Get your application in now before you're too late!

Closing date: Closing date not specified

job Ref: None

Full Job Description

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.

Who we are:

NHS Ayrshire and Arran is one of 14 territorial NHS Boards within NHS Scotland. 

In support of our core purpose of Working together to achieve the healthiest life possible for everyone in Ayrshire and Arran we are committed to a culture that is Caring Safe and Respectful. You will be required to work collaboratively in a safe, caring and respectful way.

To find out more about NHS Ayrshire and Arran please visit our website - NHS Ayrshire & Arran - Home (


An opportunity has arisen for a permanent Administrative Assistant  based at Cunninghame House, Irvine.


19.8 hours (19hours 48minutes to reflect Reduction in Working Week Agenda for Change) post/week worked over 5 days to meet needs of the service between flexible hours of 9.00am 5.00pm.  

Must be able to work an extra 15 17 hours per week during the months of mid August end November every year to carry out processes relating to the annual Flu School Immunisation programme.

What you will do:

As a member of the Ayrshire & Arran Early Years Children & Families Community Administration Team working within NHS Ayrshire & Arran, you will be committed to providing a good standard of administration duties and a high level of data input. 

You will support, maintain and provide administrative input into the provision and ongoing implementation  through the monitoring and implementation of live complex national NHS Scotland Community & Preventative Care Information Systems i.e. Child Health Surveillance Programme Pre-School and School (CHSP-P & CHSP-S), Scottish Immunisation Recall System (SIRS):

You will facilitate and maintain the national immunisation call/recall process including generation and processing of immunisation schedules and invitations.  Liaison with  clinicians and parents/carers on routine and non-routine activities which involves  problem solving and manual intervention of the automated non flexible live systems.

You will process  all national paperwork including developmental review forms in a timely manner, providing regular data quality checks prior to processing. You will also support the introduction and implementation of all new vaccination and screening programmes as per local and national directives.

For further information on the role please click the link below to view the job description

Knowledge, training and/or experience required to do the job:

Essentially you will possess excellent interpersonal and communications skills as well as being able to work effectively as part of a team, having the ability to take direction and work on your own initiative.

You will be educated to higher grade or equivalent qualification and/or have equivalent experience.  Proven numeracy, excellent keyboard and verbal skills as well as a good knowledge of Microsoft Word and Excel packages are essential together with a working knowledge of the National Child Health Information systems.

For further information on the requirements for the role please click the link below to view the person specification

Current Driving Licence and access to a motor vehicle is essential for this role.

If you want to find out more about the role, please contact Hazel McQueen, Child Health System/Admin Manager on /


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  • NHS Ayrshire and Arran has a legal obligation to ensure that it does not employ any worker who has not been granted the relevant permission to work in the UK.  This permission is, without exception, granted by UK Visas and Immigrations.  We are required to check the entitlement to work in the UK of all prospective employees, regardless of nationality or job category.  Candidates who require a Certificate of Sponsorship can access further information at 

We are unable to provide sponsorship for bank contracts.