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Job summary

Main area
Community Health
Grade
NHS AfC: Band 2
Contract
Permanent
Hours
Part time - 30 hours per week
Job ref
190-0485-DIR
Employer
Sheffield Teaching Hospitals NHS Foundation Trust
Employer type
NHS
Site
Northern General Hospital
Town
Sheffield
Salary
£24,169 pa/pro rata for part time staff
Salary period
Yearly
Closing
30/06/2025 23:59
Interview date
09/07/2025

Employer heading

Sheffield Teaching Hospitals NHS Foundation Trust logo

Administrative Officer

NHS AfC: Band 2

We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated so whilst you care for our patients and clients, we’ll take care of you. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes , health and wellbeing packages and financial support systems. Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.

Job overview

To provide a high quality confidential service within the Single Point Access (SPA) team and GP Collaborative team to deliver an excellent, quality service for patients, referrers and clinicians using the service.

To provide administrative support to the Patient Choice Advisor’s and clinicians within the relevant services. To assist in delivering an efficient and quality service.

Undertake accurate recording / inputting and amending of data within Trust Information systems. Communicate effectively with the use of tact and diplomacy and seek to overcome barriers to effect communication. This may require the use of multiple communication methods, such as email and telephone.

Work collaboratively with the wider departmental team to ensure a consistent and effective patient first service.

Actively use initiative within the role but seek guidance when required and appropriate.

Assist and support in the development and improvement of the service
Complete all mandatory training required by the Trust and actively participate in personal development.

Assist and support in the development and training of new members.
Undertake effective prioritisation of own workload and the coordination of activities / duties related to the role.

 

Main duties of the job

To provide efficient and effective administrative and clerical support to the PCA’s, clinicians and patients.

To receive all incoming telephone calls from patients and clinicians in a confident, efficient and confidential manner.

To answer the telephone promptly in a courteous manner at all times taking clear and accurate messages.

Able to receive & process tasks quality referrals from health care professionals and patients.

To receive and distribute all incoming mail.

To ensure all outgoing mail is collected from all staff and it is processed on a daily basis.

To provide administration support for all staff, including photocopying and up to date filing.

To undertake general admin duties including registration of referrals onto the TPP system, scanning and data entry.

To support the triage clinicians ensuring patient demographics are completed on all patient referrals in a legible and concise manner.

To fully comply with the Sheffield Teaching Hospitals policies, procedures and guidelines on confidentiality and codes of conduct.

To support and provide cover for colleagues, 7 days a week 24/7.
To undertake all duties relevant to the post.

 

Working for our organisation

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

Adhere to all Trust and Departmental Policies and procedures.

To achieve and maintain high standards and effective working relationships with all service providers and organisations ensuring a patient first service.

To promote the reputation of the SPA, GP Collaborative and the Sheffield Teaching Hospitals as a caring and helpful organisation.

 

 

Detailed job description and main responsibilities

Please view the attached Job Description and Person Specification documents for full details regarding this post.

When completing your application please ensure that you clearly demonstrate how you meet the role criteria.

 

Person specification

Qualification

Essential criteria
  • GCSE at Grade C/4 in English and Maths (or equivalent qualifications) or equivalent experience
Desirable criteria
  • NVQ Level II in Business Administration / Customer Service / IT

Experience

Essential criteria
  • Experience of working within an office environment
  • Experience of working in a public facing role
Desirable criteria
  • Relevant experience within the NHS

Special Abilities

Essential criteria
  • Knowledge of / experience of using information and/or customer service systems.
  • Working knowledge of Microsoft Office packages including Outlook, Excel and Word.
Desirable criteria
  • Previous experience of PAS / Infoflex / SystmOne (area specific software)

Skills and Knowledge

Essential criteria
  • Understanding of data protection issues and the ability to maintain confidentiality
  • Excellent communication skills, with ability to deal with staff at all levels.
  • Displays use of initiative with effective organisational skill
  • Ability to prioritise and work to strict/conflicting deadlines
  • On-going commitment to personal development

Employer certification / accreditation badges

Apprenticeships logoNo smoking policyDefence Employer Recognition Scheme (ERS) - SilverMindful employer.  Being positive about mental health.Disability confident employerStonewall Gold 2022Step into health

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Jodie Naylor
Job title
Operational Support Manager
Email address
[email protected]
Telephone number
0114 3078058
Additional information

Sarah Purseglove 
Operational Support Manager 
Email: [email protected]
Telephone: 0114 3078058

 

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