Administrative Assistant

York and Scarborough Teaching Hospitals NHS Foundation Trust; Malton; On-site; GBP 24,000 - 27,000; Full time

Job summary

A healthcare institution in England is seeking an Administrative Assistant for the Outpatients/Medical Records Department. The role involves managing room bookings, uploading referrals, handling appointment scheduling, and supporting the team in administrative tasks. Ideal candidates will have excellent communication and organizational skills, previous clerical experience, and be able to work flexibly in a busy environment. A salary range of £24,937 to £26,598 pro rata is offered, along with NHS pension benefits.

Benefits

NHS Pension Scheme

27 days holiday increasing to 33 days

Cycle to Work scheme

Employee Assistance Programme

Qualifications

• Ability to organise and prioritise workload.
• Experience working in an NHS environment.
• Experience processing outpatient appointments.

Responsibilities

• Manage room bookings and appointments.
• Provide administrative support for the team.
• Handle enquiries from healthcare professionals and patients.

Skills

Organisational skills

Good communication skills

Interpersonal skills

Attention to detail

Education

GCSE level or equivalent

Tools

Microsoft packages

Job description

York and Scarborough Teaching Hospitals NHS Foundation Trust

Administrative Assistant

The closing date is 26 February 2026

We have a fantastic opportunity at Malton Hospital Outpatients/Medical Records Department for a Band 3 Administrative Assistant.

This post is centred on the Outpatients activity within the department, managing room bookings, uploading referrals, booking appointments, dealing with clinic cancellations, and preparing Medical Records for clinics.

This post is essential to the effective running of the department.

You will need excellent communication and organisational skills, be willing to learn and develop new skills, and be able to demonstrate the ability to work independently, while being adaptable and flexible to meet the needs of this very busy department.

We are looking for a colleague who is positive, approachable, friendly, and able to work as part of a team, while also showing initiative and a flexible, patient‑centred approach.

Main duties of the job

• Knowledge/awareness of confidential information and record keeping.
• Providing administrative support for the team.
• Dealing with enquiries from other healthcare professionals and patients via email, phone, or in person.
• General administration to support the smooth running of the service.
• Using Trust’s CPD (Core Patient Database) system and other databases, with full training provided.

About us

We offer a range of benefits to support our staff, including:

• Access to the NHS Pension Scheme, providing generous benefits upon retirement.
• 27 days holiday rising to 33 days (depending on NHS Trust service).
• A variety of paid and unpaid leave covering emergency and planned leave.
• Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme.
• Cycle to Work scheme.
• An extensive range of learning and development opportunities.

For further information on the benefits we offer please visit the Trust’s dedicated Staff Benefits pages.

Job responsibilities

A full description of the role is available in the attachment: job description.

Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.

Working for the Trust

Across our organisation, people are guided by values that were co‑developed with staff: we are kind; we are open; and we pursue excellence.

Our values drive our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, working with our Staff Networks – including Race Equality, LGBTQ+, Disability and Carers Networks – to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: [e-mail].

As part of our efforts to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.

Armed Forces Friendly Employer

We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE – Supporting Britain’s Reservists and Employers. This means we have made a statement of intent to support all Defence personnel, including with applications for employment.

Person Specification

Skills

• Able to organise and prioritise own workload.
• Good communication skills on the telephone and face‑to‑face.
• Excellent interpersonal skills.
• Able to function effectively as part of a team.
• Attention to detail/ability to record accurate data.

Knowledge, Training & Experience

• Educated to GCSE level or equivalent. Maths and English at C or above – or equivalent qualification/demonstrable experience.
• Previous clerical experience and knowledge equivalent to NVQ Level 3.
• Experience of working with Microsoft packages.
• Understanding a range of work procedures and processes.
• Previous Office/Administrative experience in an NHS environment.
• Experience of dealing with confidential information or using patient administrative systems.
• Experience of processing Outpatient appointments.
• Experience of working in a receptionist capacity.
• Experience of numerical filing sequences or working within a medical records environment.

Personal attributes

• Self‑disciplined/motivated to function independently.
• Methodical and highly organised.
• Willingness to work flexibly in an environment with changing demands and priorities.

Disclosure and Barring Service Check

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

Employer name

York and Scarborough Teaching Hospitals NHS Foundation Trust

£24,937 to £26,598 a year pro rata/per annum