Job summary
- Main area
- Admin
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week
- Job ref
- 419-7289588-AA-SY
- Employer
- York and Scarborough Teaching Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- York Hospital
- Town
- York
- Salary
- £24,937 - £26,598 pro rata
- Salary period
- Yearly
- Closing
- 24/07/2025 23:59
Employer heading
Administrative Assistant
Band 3
Please note that contact with applicants will usually be by email, and so please check all of your mail folders regularly (unfortunately some providers filter our messages into junk mail folders).
Our Values
- We are KIND
- We are OPEN
- We pursue EXCELLENCE
We are looking for applications from people who share our values to help make us a valued and trusted partner within our care system, that delivers safe effective care to our local population.
People for Patients. Our People, our Patients, our Priority
Job overview
Are you an experienced administrator? Are you looking for a new challenge? We are looking for a highly motivated, compassionate person to join the Pain Management administrative team within the Surgery Care Group.
We are consistently working towards improving the service for our patients and are looking for an individual who can demonstrate excellent interpersonal and administrative skills to join our team.
Exceptional secretarial and audio-typing skills are essential and previous experience in the NHS and knowledge of medical terminology would be an advantage. The successful candidate will be required to work well under pressure and demonstrate the ability to prioritise the demands of a busy service and manage their time and workload effectively.
You must possess excellent telephone communication skills and be able to develop good working relationships with the administrative, managerial and clinical colleagues to work as an effective member of the team.
Main duties of the job
The post will provide a varied and interesting workload including but not limited to these key areas:
- Receiving and processing all incoming mail
- Booking and rescheduling patient appointments with the appropriate clinician.
- Be the first point of contact for all telephone enquiries
- Maintain electronic patient database and worklists, ensuring all items are actioned in a timely manner, and to escalate any issues accordingly
- Typing clinical and administrative letters, as well as covering for the Medical Secretaries or Audio typists during periods of absence.
- General administrative tasks including monitoring and ordering stock and supplies, managing shared inboxes and emails, scanning, printing, diary management
- Monitor templates for vacant clinic appointments and use initiative and judgement to place expedite appointments within appropriate timeframes.
- Produce reports and other documents as required to analyse worklists and provide information
The post holder can be based at either York or Scarborough Hospital. There may be a requirement for cross-site travel as and when required.
We would encourage any interested candidates to contact the recruiting manager to discuss the role.
Working for our organisation
Our benefits
We offer a range of benefits to support our staff including:
- Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants
- 27 days holiday rising to 33 days (depending on NHS Trust service)
- A variety of different types of paid and unpaid leave covering emergency and planned leave
- Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme
- NHS Car Lease scheme and Cycle to Work scheme
- An extensive range of learning and development opportunities
- Discounts on restaurants, getaways, shopping, motoring, cinema and finance through a range of provider
For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.
Detailed job description and main responsibilities
A full description of the role is available in the attachment: job description.
Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.
Working for the Trust
Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.
Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: [email protected]
As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.
Armed Forces Friendly Employer
We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britain’s Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.
Person specification
Knowledge, Training & Experien
Essential criteria
- Educated to GCSE Level or equivalent. Maths and English at C or above – or equivalent qualification/demonstrable experience.
- Previous Secretarial/ Administrative experience (6 months minimum)
Desirable criteria
- Previous experience of supervising others/the work of others
Personal Attributes & Skills
Essential criteria
- Self-disciplined/motivated to function independently
- Able to organise and prioritise own workload
- Possess a range of communication skills
Desirable criteria
- Supervisory skills
Employer certification / accreditation badges
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Documents to download
Further details / informal visits contact
- Name
- Kylie McMann
- Job title
- Service Manager
- Email address
- [email protected]
- Telephone number
- 01904 724904
- Additional information
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