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

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
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
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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