Administrative and Clerical Officer

Job reference:

259426

Salary:

Band 3 (£29,103 - £31,409)

Job closing date:

24/09/2026

Job Type:

Administrative Services

Location:

Ninewells Hospital

Employment type:

Permanent

Hours Per Week:

36

Job posted date:

10/09/2026

Employer (NHS Board):

NHS Tayside

Department:

• NHS Scotland Pharmaceuticals 'Specials' Service
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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.

An opportunity has arisen to join our team as an Administrative & Clerical Officer, providing essential support to our sales, purchasing and administrative functions at an exciting time for the service. This role is key to ensuring smooth and efficient operations within a busy office environment.

About the Service

NHS Scotland Pharmaceutical ‘Specials’ Service (PSS) provides a national service ensuring patients across the UK have access to high‑quality unlicensed medicines that are unavailable commercially or are affected by supply shortages. PSS also supports the manufacture of Investigational Medicinal Products for clinical trials and research across the UK. Operating from a purpose-built, state‑of‑the‑art facility based at Ninewells Hospital, the service supplies a broad product range including creams, ointments, oral liquids, injections, pre‑filled syringes, and specialist repackaging and over‑labelling services.

About the Role

Administrative & Clerical Officers assist with the day‑to‑day coordination of sales orders, purchasing activities, and general office operations. You will play an important role in maintaining accurate records, supporting communication between teams and customers, and ensuring that workflow processes run smoothly to meet service deadlines.

Key Duties

• Sales Administration
• Process incoming customer orders accurately and efficiently.
• Prepare quotations, order confirmations and dispatch documentation.
• Maintain up‑to‑date customer records and assist with enquiries.
• Support the coordination of order timelines to help meet tight production deadlines.
• Purchasing Support
• Assist with raising purchase orders and tracking supplier deliveries.
• Maintain stock and procurement records, ensuring information is accurate and up to date.
• Liaise with suppliers to obtain prices, lead times, and order updates.
• Support the team in monitoring stock levels of key materials.NHSS PSS is a values-based service showing:
• Care & Compassion
• Dignity & Respect
• Openness, honesty and responsibility
• Quality & teamwork

Applicants must be able to follow written instructions and accurately record information is essential. Full training will be provided to the successful candidate. This post is suitable for individuals who enjoy learning and working with accuracy and attention to detail, as part of a team. This is a full-time position, working 36 hours Monday to Friday.

For further information, or to arrange a site visit, please contact:

Sarah Keenan-Cargill tel: 01382 496731 ext: 55979; e-mail: sarah.keenan-cargill@nhs.scot

Short-listed applicants will be contacted by email.

Please check your emails regularly, including your junk/spam folder.

ADDITIONAL INFORMATION FOR CANDIDATES

• You should apply for this post by completing the application process on Jobtrain.
• DO NOT upload a CV as this will not be used for shortlisting purposes.
• Posts close at midnight on the indicated date.
• For help to complete an application on Job Train please follow this link: https://www.careers.nhs.scot/how-to-apply/application-process/
• To view our accessibility statement, please follow this link: https://www.eess.nhs.scot/jobtrain-accessibility-statement/
• If you wish to participate in the Job Interview Guarantee Scheme and have been invited to interview, please contact the Hiring Manager as detailed in the advert to discuss any special requirements that you will need to enable you to attend the interview.
• 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 your Jobtrain account for updates
• Please contact Jobtrain Candidate Support Hub https://jobseekersupport.jobtrain.co.uk/support/home for advice and support with any system issues
• We recommend using the Internet Browser "Google Chrome" or "Microsoft Edge" when using Jobtrain
• Once you have submitted your application form you will be unable to make any amendmentsIf you are a current member of staff, please ensure you update your Jobtrain profile to reflect that you are employed by NHS Tayside