Admin Officer

NHS; Sheffield; On-site; GBP 24,000 - 27,000; Part time

Job summary

A healthcare provider in Sheffield is seeking a part-time Admin role to support Integrated Care Teams. The successful candidate will provide a comprehensive administration service, manage referrals, and coordinate patient visits. Essential qualifications include GCSE Maths and English, along with NVQ 3 or equivalent. This role offers an opportunity to work in a compassionate and professional environment, with a commitment to the well-being of both staff and patients.

Benefits

Professional development opportunities

Excellent health and well-being support service

Qualifications

• Educated to GCSE Maths and English Grade C/4 standard or equivalent qualifications.
• Extensive experience in a clinical administrative role.
• Ability to work independently without close supervision.

Responsibilities

• Provide timely and efficient confidential administration service to ICT.
• Plan and coordinate patient visits using Trust electronic systems.
• Manage and prioritise own workload independently.

Skills

Excellent keyboard skills

Ability to communicate with patients and staff

Good time management

Education

GCSE Maths and English Grade C/4

NVQ 3 or equivalent

Tools

System One (TPP)

Job description

Overview

An exciting opportunity has arisen within the Integrated Community Care directorate, working with admin colleagues within the Community Therapy Team at Lightwood House. The post holder will provide a confidential and comprehensive administration service to support the Integrated Care Teams of Therapists, presenting a professional image at all times. You will also provide efficient and effective administrative services within the Integrated Care Teams at Community Care group bases. You will assist in the smooth operation of all general office functions to ensure an efficient and good quality service to patients and contribute to the achievement of efficient service delivery. Once trained, you would be required to work weekends (approx. 1 in 6 - and bank holidays) (1 or 2 per year). The post is part time, over 3 days.

Main duties

• To provide a high quality, timely, efficient and flexible confidential administration service to the ICT Service across numerous bases as required by workload demands and agreed priorities.
• Using Trust electronic systems to plan and coordinate patient visits and staff rotas, arranging cover where necessary.
• Receive, process and allocate referrals for the ICT Service, triaging urgent referrals and discerning different types of referrals (e.g. Falls pathway), sending the remainder to be triaged and graded as appropriate by the clinical teams within the stipulated waiting times.
• Undertake computer duties that include the relevant use of Excel, Word, PowerPoint and e-mail, carrying out keyboard work for long periods with regular query interruptions from clinical staff.
• Management of equipment, stationery and stock levels, processing orders as required, including Datix recording.
• Manage and prioritise own work load using own initiative, working alone and unsupervised at clinical team bases to a high level of autonomy/responsibility but with an admin coordinator available for reference.
• Triage non-clinical tasks, prioritising and passing these onto the appropriate clinical staff.

About us

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 a firm commitment to professional development of its staff together with the provision of an excellent health and well-being support service.

Details

• Date posted: 22 September 2025
• Pay scheme: Agenda for Change
• Band: Band 3
• Salary: £24,937 to £26,598 a year pro rata for part-time staff
• Contract: Permanent
• Working pattern: Part-time
• Reference number: 190-0877-DIR-S
• Job locations: Lightwood House, Lightwood Lane, Sheffield, S8 8BG

Job description and requirements

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.

Qualifications and experience

Essential

• Educated to GCSE Maths and English Grade C/4 standard or equivalent qualifications/experience.
• NVQ 3 or equivalent qualification/extensive experience in business and administration or demonstrable proficiency to that level.
• Extensive and demonstrable experience in a clinical administrative role.
• Experience of handling and managing telephone enquiries in a supportive and professional manner.
• Experience of utilisation of available technology and applying it in the workplace.
• Ability to communicate with patients and staff at all levels.

Desirable

• System One(TPP) skills.
• Experience of working in the NHS or for other health or social care provider.
• Handling clinical/medical records.
• Development of Standard Operating Procedures and their application in the workplace.
• Customer Care training.

Special Skills/Aptitudes

• Excellent keyboard skills.
• Ability to take minutes for team meetings.
• Ability to produce high quality electronic and hard copy to communications.
• Ability to work independently without close supervision.
• Ability to use own initiative and problem solve.
• Ability to train and develop both clinical and administration colleagues.
• Ability to communicate with patients and staff at all levels.
• Good time management, prioritisation and organisational skills.
• Work well under pressure and to deadlines, paying close attention to details.
• Understanding of the meaning of confidentiality and its application in the role.
• Appreciation of the importance of good health and safety management in the workplace.

Other factors

• Demonstrate PROUD values.
• Willingness to work flexibly to meet service needs.
• Willingness to undertake further training.

Additional information

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and a Disclosure to the Disclosure and Barring Service (formerly CRB) will be necessary to check for any previous criminal convictions.

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.

From 6 April 2017, skilled worker applicants applying for entry clearance into the UK have had to present a criminal record certificate from each country they have resided in for 12 months or more in the past 10 years. Adult dependants are also subject to this requirement.

Employer details

Employer: Sheffield Teaching Hospitals NHS Foundation Trust

Address: Lightwood House, Lightwood Lane, Sheffield, S8 8BG

Employer's website: the NHS Trust website