Administrative Assistant

MFT; Manchester; On-site; GBP 26,000 - 27,000; Full time

Job summary

Manchester University NHS Foundation Trust (MFT), at Oxford Road Campus in Manchester, seeks a flexible receptionist to join the Private Patient Centre. The role focuses on delivering efficient front-desk support, handling general enquiries, and coordinating patient flow with attention to detail.

The successful applicant will manage Hive-based patient records, assist with bookings, and communicate clearly with patients and clinical teams to ensure a smooth patient journey.

Qualifications

• Experience in a process driven administrative role and delivering good customer service.
• Ability to respond to general enquiries and manage communications efficiently.
• Proactive in handling patients and staff when under pressure and meeting deadlines.

Responsibilities

• Provide a telephone general enquiry service and answer calls promptly.
• Respond to general enquiry emails using templates.
• Process booking and scheduling of surgical procedures.
• Contact and confirm patient surgery information prior to admission date.
• Direct patients to rooms and explain facilities for a pleasant arrival.
• Update patient details onto Hive accurately and promptly.
• Operate outpatient booking system to maximise patient throughput.
• Liaise with clinical and administrative staff as appropriate.
• Maintain an up-to-date electronic diary for the service.
• Arrange follow up appointments when required.
• Ensure reception desk is staffed during core hours and area kept clean.
• Update patient information displayed in waiting areas and clinics.
• Ensure casenotes are tracked per hospital standards for clinics and surgery.

Skills

Reception experience

Communication skills

Administrative duties

Teamwork

Education

GCSE English/Math

ECDL or equivalent

Tools

Hive

Word

Outlook

Excel

Job description

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Main area Reception Grade NHS AfC: Band 3 Contract Permanent Hours Part time - 22.5 hours per week (Friday, Saturday and Monday) Job ref 349-SPH-8299851C-RL4

Site Oxford Road Campus Town Manchester Salary £25,760 - £27,476 per annum (pro rata) Salary period Yearly Closing 11/10/2026 23:59

Job overview

The Private Patient Centre and Laser Eye Surgery at Manchester Royal Eye Hospital provides world class treatment by our ophthalmic surgeons at the largest specialist eye care unit outside London. Ward 54 is an extremely busy ward with an ever-changing environment.

Have you got the right mix of skills it takes to work within a busy department?

Right now, we’re looking for a flexible, hardworking person to work Friday, Saturday and Monday. Someone who can work in a fast-paced department who has what it takes to work under pressure, working to deadlines in a small, busy, but friendly team.

To succeed you’ll need to have experience in a process driven administrative role, together with good communication skills. You will need to be proactive in reacting to situations when dealing with patients and other staff members, working independently or as part of a team.

For answers to any questions not contained in the job advert, job description or person specification, please contact:

[e-mail]

or

[e-mail]

The Trust reserves the right to close this post once a sufficient number of applications have been submitted. It is encouraged that you complete the application at your earliest convenience to avoid disappointment.

Main duties of the job

Provide a telephone general enquiry service for the PPC ensuring calls and answering machine messages are dealt with promptly and accurately

Respond to general enquiry emails using drafted templates

Process of booking and scheduling surgical procedures

Contact and confirm patient surgery information prior to date of admission

Promote a pleasant experience for patients on admission directing them to their rooms and explaining the facilities

Check and collect completed paperwork from patients prior to admission

Carefully update patient details onto Hive

Operate an efficient outpatient booking system and ensure the best throughput of patients within the unit on a day-to-day basis

Liaise with clinical and administrative staff in person, on the telephone, in writing and via electronic methods as appropriate

Keeping an up-to-date electronic diary for the service

Arrange follow up appointments when required

Conduct regular checks of all rooms for cleanliness, consumables stock and prepare in readiness for clinic activity

Ensure the reception desk always has a receptionist available during core hours

Ensure the reception area is kept clean and tidy at all times

Clean and update stock of the drinks machines

Maintain the patient information displayed in the waiting area and consulting rooms

Ensure all casenotes are tracked in accordance with hospital standards and prepared in advance for clinics and surgery

Accurately collect hospital payments in accordance with Trust policy

Working for our organisation

Join Manchester University NHS Foundation Trust (MFT), the largest provider of specialist services, and our Oxford Road Campus in Manchester, the largest health academic campus in Europe – a great place to shape your career.

With a workforce of over 30,000 colleagues, we work together to deliver exceptional care to more than 1 million people every year.
Behind every patient cared for are people like you - keeping services running smoothly, supporting clinical teams, and helping create safe, welcoming environments for patients and our people alike.

At MFT, we believe in the power of teamwork, respect, and inclusion. Our People Plan reflects our commitment to making MFT a place where everyone feels they belong, where your ideas are heard, and your contribution is truly valued. Join us and work smarter with our digital technology and thrive in a collaborative culture that empowers you to deliver your best to ensure that your work behind the scenes creates seamless, high-quality care and exceptional patient outcomes.

Whether you're just starting out or looking to grow, we offer clear pathways for development and a culture that supports your wellbeing, ambition, and success. Everything you do makes a real difference to the lives of others.

At MFT, your role matters, your impact is real, and you’re part of something bigger from day one.

Detailed job description and main responsibilities

To find out more about the key responsibilities and the specific skills and experience you’ll need for this role, take a look at the Job Description & Person Specification attachments under the ‘Documents to download’ heading.

Explore ‘Inside MFT – Your Candidate Place’

To help you feel confident, prepared and fully informed before you apply, we invite you to explore Inside MFT – Your Candidate Place. This welcoming one‑stop hub gives you a real sense of who we are, what we stand for, how we reward and support you, and the many ways we care for you as you care for others. You’ll also find practical hints and tips for submitting a great application, along with the essential information you need to know before you apply.

To access ‘Inside MFT – Your Candidate Place’’, simply click on the relevant PDF document under the ‘Documents to download’ heading and once opened, you can either scan QR code or click on the link provided.

We welcome applications from a wide range of backgrounds and experiences.
To help us manage applications fairly and give each one the time it deserves, our adverts may close early if we receive a high level of interest. Early applications are therefore encouraged.

Diversity Matters
MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, please contact the manager named below.

Use of Artificial Intelligence (AI) in your application

Here at Manchester University NHS Foundation Trust, we’re proud to be ALL HERE FOR YOU, for our patients, our communities, and each other.
As part of our commitment to fairness, transparency, and personal integrity, we ask all applicants to ensure that their job applications reflect their own experiences, skills, and motivations. While AI tools can support spelling, grammar, or formatting, we expect that the content of your application, especially personal statements and responses to role specific questions is written by you. This helps us get to know the real you and ensures that our recruitment process remains equitable and meaningful for everyone.

Thank you for helping us uphold the values that make our Trust a place where people belong, grow, and thrive. We look forward to receiving your application.

Disclosure and Barring Service (DBS) check

As part of our commitment to safeguarding patients and staff, many roles at Manchester University NHS Foundation Trust (MFT) require a Disclosure and Barring Service (DBS) check. This is a standard process across the NHS and helps us ensure a safe environment for everyone.

What is a DBS Check?

A DBS check is a background check that reveals any criminal convictions, cautions, reprimands, or warnings. The level of check required depends on the role:

Standard DBS : Checks for spent and unspent convictions, cautions, reprimands, and final warnings.

Enhanced DBS : Includes the above, plus any additional information held by local police that’s considered relevant to the role.

Enhanced with Barred Lists: Includes all of the above, plus checks against the children’s and/or adults’ barred lists.

Who Needs a DBS Check

Most roles involving direct patient contact, working with children or vulnerable adults, or access to sensitive information will require a DBS check. The job advert and recruitment team will let you know if this applies to your role.

The Costs for a DBS

At Manchester University NHS Foundation Trust (MFT), roles that require a DBS check are subject to a cost recovery policy. This means that the cost of submitting and processing a DBS application if you are successful and join us, will be deducted from your salary within the first three months of employment. If, however, you withdraw from a conditional offer after the DBS process has begun, you will still be liable for the cost incurred.

Candidates are also expected to register with the DBS Update Service which must be completed within 30 days of the certificate being issued. This helps streamline future employment checks and supports safer recruitment practices. For more information, please visit the DBS Update Service.

Person specification

Training/Qualifications

• GCSE in English or Mathematics or equivalent qualifications (must provide certificates)
• ECDL or equivalent
• Experience of working in a reception role
• Work based experience of Hive or equivalent NHS electronic patient record system
• Work based experience of Word
• Work based experience of emails
• Experience of working in a hospital ward environment
• Experience of working in a fastpaced environment with high accuracy
• Work based experience of the following packages: Microsoft Excel Income Management – Pay 360 Outlook
• Good verbal and written communication skills
• Organisation, multitasking and prioritisation skills
• Evidence of liaising with more than one discipline
• Knowledge of requirements of patients

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.

Name Victoria Sumner Job title Team Leader Email address [e-mail] Telephone number 0161 701 2715 Additional information

Additional contact Team Leader is Tracey Royle -

Email: [e-mail]

Telephone: [phone]