Administrative Assistant | York and Scarborough Teaching Hospitals NHS Foundation Trust

York Teaching Hospital NHS Foundation Trust; Malton; On-site; GBP 22,000 - 30,000; Full time

Job summary

A healthcare organization in the UK is seeking a Band 3 Administrative Assistant at Malton Hospital. This role focuses on managing outpatient activities like room bookings, appointments, and medical records preparation. Ideal candidates should have strong communication, organizational skills, and the ability to work independently while being part of a team. This position offers various benefits including NHS Pension and generous holiday entitlement.

Benefits

Access to the NHS Pension Scheme

27 days holiday rising to 33 days

Employee Assistance Programme

NHS Car Lease scheme

Extensive learning and development opportunities

Discounts on various services

Qualifications

• Ability to handle confidential information responsibly.
• Willingness to learn and develop new skills.
• Positive, friendly, and approachable attitude.

Responsibilities

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

Skills

Excellent communication skills

Organisational skills

Ability to work independently

Flexibility and adaptability

Teamwork

Job description

Overview

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

Responsibilities

• 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 / in person.
• General administration to support the smooth running of the service.
• To use the Trust's CPD (Core Patient Database) system and other databases for which full training will be provided.
• Manage room bookings and prepare Medical Records for clinics as part of outpatients activity.
• Upload referrals, book appointments, and handle clinic cancellations as required.

Qualifications / Skills

• You will need excellent communication and organisational skills, and be willing to learn and develop new skills.
• You will need to be able to demonstrate the ability to work independently, and be willing to be 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, but also shows initiative and has a flexible and patient centred approach.

Benefits

• Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants
• 27 days holiday rising to 33 days (depending on NHS Trust service)
• A variety of different types 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
• NHS Car Lease scheme and Cycle to Work scheme
• An extensive range of learning and development opportunities
• Discounts on restaurants, getaways, shopping, motoring, cinema and finance through a range of provider

For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.

Trust Information Pack: https://yorkhospitals.pagetiger.com/hdjgxd

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 play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our 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 seeking 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 would 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 that we have made a statement of intent to support all Defence personnel, including with applications for employment.

This advert closes on Sunday 23 Nov 2025