VACANCY: Quality Assurance Admin Officer
Salary: AFC Band 4
Hours: Full-time, 37 hours per week.
Contract Fixed term – 12 months
Base: Quality Directorate, West Port, Edinburgh.
Please note that the successful candidate will on occasion be required to travel to other sites in
Lothian to support events, attend meetings, take minutes or for staff training.
Post Detail:
We are seeking an enthusiastic self-motivated individual to provide an effective comprehensive range of administrative, secretarial and systems support duties for our team and the wider service. Although the basic duties of this post follow our Band 4 Generic Job Description (attached). This post is based within the Quality and Safety Assurance arm of our team and will have specific responsibility for the following duties:
* Provide full administrative support to the management of adverse events processes, Quality Improvement Facilitators (Assurance) and any identified Level 1 reviewers including arranging meeting, notes of any meetings, completing review template and any associated documents
* Updating DATIX® to provide comprehensive audit trail of review progress
* Production of a range of high level, high quality routine reports and papers
* Running advanced queries and producing high quality reports from our Risk Management Information system, in relation to assurance activities
* Support the production and maintenance of promotional matierals such as educational materials, newsletters and intranet pages.
Work portfolios are subject to regular review depending on the needs of the team.
Experience:
Applicants must have proven advanced administrative and secretarial skills, combined with excellent IT skills - particularly MS excel & MS word. Experience of managing and maintaining databases and spreadsheets is also very useful.
The post holder must have a proven ability to organise and coordinate high level meetings. The successful candidate must also have well developed organisational and interpersonal skills with a flexible approach to work. The ability to work well within a small team is also essential.
The post holder must have proven effective communication skills, with a customer service focused approach, in relation to the support function we provide to the wider organisation.
Knowledge of our risk management information system (Datix) is desirable, but not essential as training will be given.
Candidates will be educated to HNC/HND level or have an equivalent level of work experience in a similar role, preferably within the NHS or other similarly large organisation, with evidence of ongoing personal development.
The closing date for applications is Monday 12 January 2026. Proposed date for interviews is Tuesday 3 February 2026 at West Port, Edinburgh.
For any informal enquiries and questions on the role, please contact david.ejim@nhs.scot ) from wk/c 5 January 2026.
Candidates should provide original and authentic responses to all questions within the application form. The use of artificial intelligence (AI), automated tools, or other third-party assistance to generate, draft, or significantly modify responses is strongly discouraged. By submitting your application, you confirm that all answers are your own work, reflect your personal knowledge, skills and experience, and have not been solely produced or altered by AI or similar technologies. Failure to comply with this requirement may result in your application being withdrawn from the application process.
Join us in making a lasting impact on the quality of care in NHS Lothian!
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.
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.
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.