Administration Assistant

Transformation Unit; Nottingham; Hybrid; GBP 21,000 - 25,000; Part time

Job summary

The Haematology Administration team at Nottingham University Hospitals NHS Trust (NUH) is hiring an Administration Assistant, Band 2, 16 hours per week on a fixed-term contract for 6 months. This role supports day-to-day clerical duties, reception, patient letters, and appointment coordination at City campus in Nottingham.

The ideal candidate will have GCSEs including English and Maths, ICT qualification, and NHS admin experience; good IT skills and strong communication are essential.

Qualifications

• GCSEs (A–C) including English and Maths.
• ICT qualification.
• Administration, customer service qualification.

Responsibilities

• Provide efficient administrative support to the Haematology team, including patient outcomes.
• Prepare outreach visits and patient assessments for first appointments.
• Telephone patients to confirm appointment times and provide information.
• Cover reception and clinic preparation duties as needed.
• Maintain confidentiality and handle sensitive information.

Skills

Communication skills

Teamwork

Organisation

Customer service

Education

GCSEs English and Maths (A-C)

ICT Qualification

Administration, customer service

Tools

Microsoft Word

Microsoft Excel

Outlook

ICT systems knowledge

Job description

Main area Administration Grade Band 2 Contract Fixed term: 6 months (FTC for 6 months) Hours Part time - 16 hours per week (Monday and Friday 08:30-16:30) Job ref 164-7866018

Employer Nottingham University Hospitals NHS Trust Employer type NHS Site City campus Town Nottingham Salary £25,272 pro rata per annum Salary period Yearly Closing 08/10/2026 23:59

Administration Assistant

Band 2

Job overview

This is an exciting opportunity to join the Haematology Administration team at city campus

We are looking to recruit an enthusiastic and self-motivated individual.

As Haematology Administration Assistant your role will be to support our teams to ensure that a comprehensive administrative and clerical service is delivered within Haematology Services, providing excellent service to both our staff and our patients.

You will require strong communication skills as this role entails liaising with a wide range of individuals including patients, members of the public, managers, and clinical staff.

This post will require you to work as part of a team at City campus, in a very busy and fast paced environment and to undertake the day to day administration duties , provision of reception service, general administration and creation of patient letters.

It is expected that you will have strong IT skills and be confident in undertaking a range of computer based activities.

This is an excellent opportunity for a person with sound communication, interpersonal and organisational skills.

Main duties of the job

• Provide efficient administrative and clerical support to the Haematology Outreach PA and clinical team, including completing patient outcomes.
• Prepare Outreach Visits to community settings, including completing patient assessments for first appointments.
• Telephone patients to confirm appointment times and provide relevant information.
• Cover reception and clinic preparation duties in the Outpatient Reception as required.
• Manage multiple tasks effectively, ensuring deadlines are met.
• Communicate clearly and professionally with staff, patients, and other departments.
• Maintain confidentiality and handle sensitive information appropriately.

Working for our organisation

With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.

Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!

We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.

Detailed job description and main responsibilities

The post holder will work as an integral member of the team, providing comprehensive administrative and clerical support to the Haematology Outreach Department. Responsibilities include ensuring smooth day-to-day operations, managing correspondence, maintaining accurate records, and assisting clinical staff with documentation and other administrative tasks. Additionally, the post holder may be required to cover reception and clinic preparation duties in the Outpatient Reception during periods of annual leave or staff sickness, ensuring continuity of service. The successful candidate will be an enthusiastic and conscientious team player, able to multitask effectively in a busy environment. Strong written and verbal communication skills are essential, along with basic computer and keyboard proficiency and a willingness to train on departmental systems. The post holder must demonstrate a clear understanding of confidentiality, be reliable, well-motivated, and committed to supporting both the team and the department’s objectives

Person specification

Physical Skills

• Ability to use a computer, telephone, and other office equipment effectively for extended periods.
• Ability to sit, stand, and move between work areas throughout the working day as required.
• Ability to handle and process paperwork, files, and clinic documentation accurately.

Other Requirements

• To be able to work over both campus if needed.

Commitment to Trust Values and Behaviours

• Must be able to demonstrate behaviours consistent with the Trust’s “We are here for you” behavioural standards.

Training& Qualifications

• A to C grade GCSE’s or equivalent including English and Maths.
• ICT Qualification
• Qualification in administration, customer service,

Experience

• Recent experience in an administration / clerical role.
• Experience in using Microsoft Word, Excel, Outlook
• Previous experience in similar role in the NHS/ healthcare setting.
• Previous experience in customer service.

Communication and Relationship Skills

• Ability to communicate clearly and professionally, both verbally and in writing.
• Ability to interact effectively with colleagues, patients, and external contacts in a polite and respectful manner.
• Ability to listen carefully, understand requests, and respond appropriately or escalation where necessary
• Ability to work effectively as part of a team, sharing information accurately and clearly.
• Experience of communicating with a wide range of people in an administrative or office-based environment
• Experience of dealing with enquiries by telephone, email, and face-to-face in a busy setting.

Analytical and Judgement Skills

• Ability to use own judgement to prioritise tasks and manage competing demands in a busy reception environment.
• Ability to accurately check, verify, and update patient information on electronic systems.
• Ability to identify and resolve straightforward issues independently, escalating more complex problems appropriately
• Ability to follow established procedures and apply them consistently.
• Experience of using initiative to solve routine problems without direct supervision.

Planning and Organisation Skills

• Ability to organise and prioritise own workload effectively to meet deadlines.
• Ability to manage multiple tasks simultaneously in a busy administrative environment.
• Ability to respond flexibly to changing priorities and service demands.
• Ability to support the smooth running of daily administrative operations.
• Experience of planning and coordinating administrative tasks within an office or healthcare setting

___________________________________________________________________________________

Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at the NUH we will endeavour to turn your job into a career!

We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.

Applicants are kindly requested to refrain from using AI at any stage during the recruitment process.

Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.

Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.

Easy read application: If you have a disability and find online job applications difficult, you can use an easy read application form instead.

NUH are now able to offer application completion support and interview preparation support. Please follow the link to book onto our sessions: Support for NUH Job Applications

If you are aged 16 or 17 and applying for a role that is more than 20 hours a week, please be aware that you will be asked to commence an Apprenticeship within the Trust alongside your role, as long as there is a suitable apprenticeship standard available. This is in line with the current guidance in England that whilst young people under the age of 18 can leave school (on the last Friday in June) they must then do one of the following:

• Stay in full-time education, for example at a college
• Start an Apprenticeship
• Spend 20 hours of more a week working or volunteering, while in part-time education or training

Salary: The quoted salary will be on a pro rata basis for part time workers.

Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.

At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.

ID and Right to work checks : NUH authenticate ID and right to work documentation including passports and driving licenses through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.

Consent:

• Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Departmentconfidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
• Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£49.50 for enhanced and £21.50 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.

Employer certification / accreditation badges

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.