Administration Services Co-ordinator

Job Advert

Lead People. Shape Services. Make a Difference

Exceptional patient care starts with exceptional leadership.

Are you an experienced people manager who thrives on developing teams, leading through change and delivering results? Do you enjoy working in a fast-paced environment where your leadership has a direct impact on staff, services and patients?
If so, we'd love to hear from you.

As an Administration Services Co-ordinator, you'll lead and support teams across Front of House, A&E Reception and Secretarial Services within the Acute & Diagnostic Directorate. This is a highly visible leadership role with a strong focus on people management, service performance and continuous improvement.

What You'll Do
✅ Lead and develop people
Coach and support Team Leaders and staff, manage performance, appraisals, attendance and wellbeing, and help create a positive, high-performing culture.
✅ Drive service delivery
Ensure services are safely staffed, operational challenges are managed effectively, and patients receive the best possible experience.
✅ Support change and improvement
Lead improvement initiatives, implement new ways of working and help shape the future of administration services.
✅ Make key decisions
Act as deputy to the Administration Services Manager, providing leadership and support across a range of operational and workforce matters.

What We're Looking For
• Significant people management experience (minimum 3 years)
• Proven ability to lead, motivate and develop teams
• Experience managing performance, attendance and employee relations matters
• Excellent communication and relationship-building skills
• Resilient, organised and confident under pressure
• A proactive approach to problem-solving and service improvement
• Strong IT and organisational skills
• Professionalism, integrity and discretion

Why Join Us?
• A rewarding leadership role with extensive people management responsibility
• The opportunity to influence services, develop staff and lead change
• Ongoing leadership and development opportunities
• Supportive management and colleagues
• The chance to make a real difference to patient care and staff experience

If you're passionate about leading people, developing teams and delivering outstanding services, we'd love to hear from you.

Additional Information
• Full support and mentorship provided by the Administration Services Manager
• PVG clearance required
• Shortlisted candidates will be invited to attend an in-person interview

Apply today and join a team where great leadership makes a real difference

For Informal Enquires please contact Pauline Wells, Administration Services Manager at View email address on apply.jobs.scot.nhs.uk

INFORMATION FOR ALL CANDIDATES

To find out more about working with NHS Dumfries and Galloway and for an insight into our friendly, beautiful corner of Scotland please visit our Work With Us web pages

Please note that our correspondence method is by e-mail, therefore please ensure you enter your email address accurately. Please check your e-mail regularly (including junk folders) and also your Jobtrain account for updates.

Please contact Jobtrain Candidate Support Hub - for advice and support with any system issues.

• Accessing Jobtrain - Users may experience issues if accessing Jobtrain via mobile phone, we recommend using a computer, laptop or tablet.
• Artificial Intelligence (AI) - Tools like ChatGPT or Copilot can be helpful when planning or preparing your application—but your responses must be written by you.
  Be authentic : Your application should genuinely reflect your own skills, experience, and motivations.
  Use AI appropriately : It’s fine to use AI for inspiration or to check spelling and grammar, but it shouldn’t write your answers for you.
  Why this matters : Applications that appear to rely on AI‑generated content may be withdrawn. By applying, you confirm that your answers are based on your personal knowledge and achievements.
  Tip: Think of AI as a support tool, not a replacement. We want to understand you, not an AI-generated version of you.
• CVs - DO NOT upload a CV as this will not be used for shortlisting purposes.
• Assessment Form - Within the application you are required to answer three questions giving you the opportunity to fully evidence why you are the ideal person for the job. Please ensure these statements are written by yourself and are unique to you. This section times out after 30 minutes. A tip is to build your reply on a Word document and copy and paste into Jobtrain. If you exceed the maximum amount of characters it will cut your text at this point, please check your information once copied and pasted.
• Once you have submitted your application form you will be unable to make any amendments.
• Posts close at midnight on the indicated date however please be aware that a vacancy may close early due to volume of applications, therefore you should not delay in submitting your application.
• If you are a member of staff please ensure you update your Jobtrain profile to reflect that you are employed by NHS Dumfries and Galloway.
• Staff and patients across Dumfries and Galloway enjoy free, unlimited parking at all our hospital sites.

DISCLOSURE SCOTLAND – Some of our posts may require you to undergo a criminal records check. Changes as of the 1 April 2025 to the Protection of Vulnerable Groups (PVG) scheme membership now sees more roles requiring PVG that may not have needed this check in the past. If you are successful in this role you will be notified which level of check is required by the recruitment team. If you would like to read more information please visit: Disclosure levels - mygov.scot

EQUALITY AND DIVERSITY
NHS Dumfries and Galloway 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 Dumfries and Galloway welcomes applicants from all sections of the community.

PUBLIC PROTECTION
Public protection practice encompasses the recognition and management of risk in order to prevent or reduce harm to children, (including unborn babies), young people and adults. All public protection legislation, and NHS Dumfries and Galloway (NHSDG) policies and guidance are founded on the United Nations Convention on the Rights of the Child and the European Convention on Human Rights, and the principles of these Conventions underpin all NHSDG core business.

ADDITIONAL INFORMATION FOR INTERNATIONAL CANDIDATES

RIGHT TO WORK IN THE UNITED KINGDOM
NHS Dumfries and Galloway 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 the UK Border Agency. We are required to check the entitlement to work in the UK of all prospective employees, regardless of nationality or job category.

WORK VISA
If you require a Work Visa, please check to see if you and the vacancy you are applying for are eligible by visiting the Home Office website:
It is ESSENTIAL that you have checked that you either already have an appropriate right to work in the UK or if you require a work visa that the post would be eligible to be sponsored BEFORE submitting your application form. We are unable to provide sponsorship for bank contracts.

UNITED KINGDOM REGISTRATION
NHS Dumfries & Galloway are unable to support OSCE Training for international nurses for vacancies.
Vacancies requiring professional registration require full United Kingdom registration with the appropriate council (eg NMC, HCPC, GMC, GDC etc).