Administrator

Connectiontours; Dundee; On-site; GBP 60,000 - GBP 80,000; Full time

Job summary

A healthcare service provider in Dundee is seeking a highly organised Administrator to provide comprehensive secretarial and administrative support. This role includes diverse responsibilities such as handling enquiries, managing appointments, and supporting departmental operations. Ideal candidates will have a formal qualification in Secretarial Studies or Business Administration, along with strong IT skills, particularly in Microsoft Office programs. This opportunity is fully office-based and fixed term for 12 weeks, offering vital experience in a supportive environment.

Qualifications

• Formal qualifications required in Secretarial Studies/Business Administration.
• Experience with IT packages like Word, Excel and PowerPoint.
• Experience in audio typing and medical terminology preferred.

Responsibilities

• Provide secretarial and administrative support for the department.
• Manage referrals and appointment schedules effectively.
• Act as the first point of contact for staff and patients.

Skills

Advanced keyboard skills

Pleasant, professional and helpful telephone manner

Strong organisational skills and attention to detail

Ability to manage multiple tasks and prioritise workload effectively

Education

Formal qualification in Secretarial Studies or Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Location: Wedderburn House / Alloway Centre, Dundee

Salary: £15.09 per hour

Contract: Fixed term 12 weeks

Hours: 37 hours per week

Working Pattern: Fully office based

About the Role

We are seeking a highly organised and proactive Administrator to provide comprehensive secretarial and administrative support within a busy healthcare setting. The post holder will play a key role in ensuring the smooth and efficient running of the department, acting as a first point of contact for staff, patients, relatives and carers.

Key Responsibilities

• Provide a full range of secretarial and administrative support, including typing, audio typing, filing, photocopying, and composing correspondence
• Use management information systems and email effectively to support departmental operations
• Act as first point of contact, handling telephone and face‑to‑face enquiries while covering reception, prioritising and directing queries appropriately
• Manage referrals by appointing Consultants or equivalent clinicians and their teams to appropriate clinics
• Reorganise and reschedule clinics and patient appointments, including follow‑up paperwork
• Manage Consultant and medical staff diaries to ensure effective time management
• Maintain stationery stock control, including monthly ordering and reporting repairs
• Undertake cash handling duties, authorise taxi use, and issue postage stamps when covering reception
• Extract, collate and summarise data to support the preparation of verbal, written or statistical reports
• Open and prioritise mail for medical staff and Team Leaders to support efficient service delivery
• Maintain health records systems in line with NHS Tayside policies, including use of in‑house record tracing systems
• Provide cover across other bases within the service as required due to annual leave or sickness

The role may evolve in line with service needs; any changes will be discussed with the post holder.

Knowledge, Training and Experience Qualifications

• Formal qualification in Secretarial Studies or Business Administration (e.g. RSA 3, SVQ Level 3, NC/HNC)
• Or equivalent knowledge and experience

Experience

• Previous experience using IT packages such as Word, Excel and PowerPoint
• Experience of audio typing and medical terminology, or willingness and ability to learn within an agreed timeframe

Skills and Attributes

• Advanced keyboard skills
• Pleasant, professional and helpful telephone manner
• Strong organisational skills and attention to detail
• Ability to manage multiple tasks and prioritise workload effectively

Why Apply?

This is an excellent short‑term opportunity to gain valuable experience within a healthcare environment, working as part of a supportive and professional team.