Administration Assistant

UDML College of Engineering, JECRC Founadation, Jaipur; Reading; On-site; GBP 24,000 - 27,000; Part time

Job summary

A healthcare provider in Reading is looking for a part-time administrator to support the Occupational Health Department. This role includes managing referrals, scheduling appointments, and maintaining departmental records. Candidates should have a good standard of education, strong communication skills, and experience in office administration. The Trust values diversity and encourages applications from all individuals. A competitive salary and staff benefits such as annual leave and NHS pension scheme are offered.

Benefits

NHS pension scheme

Annual leave - 27 days for new starters

Flexible working opportunities

Qualifications

• Good standard of education including GCSE or equivalent in English and Maths.
• Able to speak, write and type concisely and legibly in English.
• Accurate keyboard skills.

Responsibilities

• Provide full and efficient administration service to the Occupational Health Department.
• Manage department filing system and maintain up-to-date records.
• Assist Occupational Health staff in providing a well run department.

Skills

Communication skills

Office administration

MS Office proficiency

Time management

Education

Good standard of education, including GCSE in English and Maths

ICT qualification or equivalent experience

Job description

NHS AfC: Band 3

Main area: Occupational Health

Grade: NHS AfC: Band 3

Contract: Permanent

Hours: Part time - 20 hours per week (Hours to be worked across 5 days a week (Mon-Fri))

Job ref: 193-7689182COR

Site: Occupational Health Department

Town: Reading

Salary: £24,937 - £26,598 pro rata

Salary period: Yearly

Closing: 04/01/2026 23:59

At the Royal Berkshire NHS Foundation Trust we put our patients at the heart of every element of health and care that we provide. The Trust works together as a community to deliver its vision which is "Working together to provide outstanding care for our community."

Royal Berkshire Hospital are pleased to announce that following our CQC inspection we have been rated 'Good' with inspectors reporting that we have made significant improvements. The Trust's overall rating has also improved to 'good'.

We are C ompassionate in our thoughts, words and actions

We are A spirational and have a true desire to be dynamic and to innovate

We are R esourceful and responsible in the way we work and live

We are E xcellent in our development, fairness and sharing best practice

At the Royal Berkshire NHS Foundation Trust, we value candidates who bring their unique personalities, skills, and experiences to the Trust. When completing your application, we encourage you to highlight your individual achievements and strengths, showing us how they align with the requirements outlined in the job description and person specification. While we recognise that some applicants may use AI tools during the process, please be mindful that AI-generated responses can often lack the personal detail and relevance needed to demonstrate your suitability for the role. AI generated content is discouraged by the Trust and may diminish the candidates chances of success.

Amazing things happen at the Royal Berkshire NHS Foundation Trust; delivered by amazing people so why don't you come and join us. We offer a range of learning and development for all employees may you be clinical or non-clinical.

Job Overview

To provide a full and efficient administration service to the Occupational Health Department supporting the day to day running of the department.

Processing of referrals to the department including diary management and scheduling of appointments.

Management of the department filing system, maintaining up to date list of staff records and liaise with the Trust archive company as required.

Providing regular reports on OH activity including activity for invoicing and Key performance indicators.

Provide admin support to the Staff Psychological Support Service lead and the Staff Physiotherapist.

Main Duties of the Job

• To assist Associate Director Occupational Health & Wellbeing and the Occupational Health staff in providing a well run Occupational Health Department.
• Responsible for dealing with queries from clients, external contracts, staff and external agencies, answering queries where possible and ensuring that queries that need to be passed on are done so in an efficient manner.
• Managing the department filing system and paper records in the department.
• Liaise with the records management archive company as required to send notes for archiving or request notes from the archive store and keeping a records of those notes destroyed in line with UKGDPR 2018 and DPA2018.
• Work with the Occupational Health receptionist to understand how to process requests for copies of Occupational Health immunisation records including liaising with clients regarding the process for payment where required.
• Management of Occupational Health clinics including responsibility for logging management referrals, arranging appointments as necessary, cancelling clinic appointments due to unforeseen circumstances and re-arranging appointments.
• To cover reception duties as and when required including covering breaks, annual leave, periods of sickness absence etc.
• Provide administration support to Staff Psychological Support Service lead and the Staff Physiotherapist as needed.

Working for our organisation

Diversity makes us interesting Inclusion is what will make us outstanding.

Inequality exists and the journey to eliminate it is not easy. Every step we take will be a purposeful step forward to deliver a truly inclusive culture where all our people are enabled to deliver outstanding care, where background is no barrier, and where everyone can be their authentic self and we truly represent our patient community.

We are committed to equal opportunities and welcome applications from all sections of the community, regardless of any protected characteristics. Reasonable adjustments will be made for disabled applicants where possible. All applicants who have a disability and meet the minimum criteria for the post can opt for a guaranteed interview.

If you need additional help with your application please get in touch by calling the recruitment team on 0118 322 6997 or 0118 322 5342.

Our primary method of communication will be via email. However, if you would prefer to be contacted through a different method, please inform the recruitment team.

Detailed Job Description And Main Responsibilities

See attached the detailed Job Description attached for an overview of the main responsibilities of the post being advertised.

Person specification

Qualifications & Training

Essential criteria

• Good standard of education: including GCSE or equivalent in English and Maths / NVQ level 2
• Able to speak, write and type concisely and legibly in English
• ICT qualification or equivalent experience
• Accurate keyboard skills

Desirable criteria

• Knowledge of medical terminology

Experience

Essential criteria

• Office Administration experience
• Experience of working in a team
• Experience of using computerised diary booking systems.

Desirable criteria

• Previous NHS experience

Knowledge & Skills

Essential criteria

• Experienced in MS office applications.
• Excellent communication skills both written and verbal.
• Able to work under own initiative, prioritise workload, meet deadlines and organise work accordingly
• Ability to produce reports from excel spreadsheets
• Understanding the limits of your responsibilities and knowledge and knowing when to ask for help

Desirable criteria

• Ability to transcribe letters from a pre-recorded tape

We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the government website.

Staff Benefits

• Flexible working opportunities and a strong emphasis on your work, life balance
• Annual leave - 27 days for new starters, plus bank holidays. Increasing to 29 days after 5 years and 33 days after 10 years NHS service. Pro rata for part time staff
• NHS pension scheme
• Employee Assistance Programme
• Money Advice Service
• Generous maternity, paternity and adoption leave for eligible staff
• On-site nursery (based at RBH)
• Full educational library services
• Cycle to work scheme, lockable storage for cycles
• Bus to work scheme
• Excellent rail and bus links
• A huge range of Health Service Discounts at hundreds of big brands from holidays to gadgets and restaurants to retail.

After applying via NHS Jobs, your submitted application will be imported into our preferred Third party recruitment system (TRAC). All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, that as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website.

By applying for this post you are agreeing to Royal Berkshire NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are appointed to a post information will also be transferred into the national NHS Electronic Staff Records system.

Appointment to any position is conditional on the satisfactory completion of the core NHS Employment Checks Standards. Information disclosed in your application will be checked and any offer of appointment may be withdrawn if you knowingly withhold information or provide false or misleading information. All new appointments to the Trust, with the exception of executive positions, are subject to a 6 month probationary period.

The Trust may close any vacancy prior to the advertised closing date due to the high level of responses we receive for some of our vacancies.

Royal Berkshire NHS Foundation Trust is committed to improving the health of its staff, patients and the wider community by providing a smoke free environment. A smoke free policy is in operation and smoking is not permitted on any of the Trust's sites.

The Trust is also committed to safeguarding children, young people and vulnerable adults and requires all staff and volunteers to share this commitment. We follow safe recruitment practices to protect children, young people and vulnerable adults.

Employer certification / accreditation badges

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.