Administrative Co-ordinator

NHS; York; On-site; GBP 24,000 - 32,000; Full time

Job summary

A leading healthcare provider in York is seeking an Administrative Co-ordinator to join the Pain Management Team. The successful candidate will manage outpatient appointments and support a busy healthcare service while enhancing their skills in a Band 4 supervisory role. Essential secretarial skills and NHS experience are preferred. This position offers opportunities for professional growth within a supportive environment.

Benefits

NHS Pension Scheme

27 days holiday rising to 33 days

Learning and development opportunities

Employee Assistance Programme

Qualifications

• Exceptional secretarial/administrative skills are essential.
• Previous experience in an NHS outpatient role is advantageous.
• Educated to NVQ Level 4/5, HND/C or equivalent.

Responsibilities

• Manage the clinics for Pain Management outpatient appointments.
• Monitor, maintain and update electronic worklists.
• Produce reports and documents as required.

Skills

Organizational skills

Communication skills

Time management

Delegation skills

Education

NVQ Level 4/5 or equivalent

ECDL Qualification

Job description

Go back York and Scarborough Teaching Hospitals NHS Foundation Trust

Administrative Co-ordinator

The closing date is 06 October 2025

An exciting opportunity has arisen for a motivated, enthusiastic and reliable individual to join the Pain Management Team at York Teaching Hospital.

We are looking for someone to undertake the role of Administrative Co-ordinator. This is an ideal opportunity for the successful candidate to gain experience or further their knowledge in a Band 4 supervisory role amongst a supportive team and management structure.

Exceptional secretarial / administrative skills are essential and previous experience in an NHS outpatient role would be an advantage.

The successful candidate will be required to work well under pressure and demonstrate the ability to prioritise the demands of a busy service and manage their time and workload effectively workloads with a flexible, patient-centred approach.

If you are currently employed by the Trust and you wish to apply for this role on a secondment basis, please seek permission from your current line manager before applying for the post.

Main duties of the job

The post will provide a varied and interesting workload including but not limited to these key areas:

• To take a lead role in managing the clinics for our Pain Management outpatient appointments, in accordance with Government Access targets.
• Monitor, maintain and update electronic worklists and ensure that all tasks are being actioned in a timely manner, and to escalate where appropriate, any patients who will breach the maximum booking requirements for the specialty.
• Monitor clinician annual leave/absences and adjust clinic templates accordingly.
• Be responsible for setting up new clinics by liaising with our Pain Service clinical colleagues, outpatient services and clinic managers.
• Produce reports and other documents as required to analyse worklists and provide information to the management team.
• Develop and maintain appropriate internal written working practices, ensuring that relevant Trust Policies are followed and implemented within the designated area of responsibility.
• Manage incoming email tasks and delegate to the team.
• Be responsible for the day-to-day supervision, co-ordination and line management of the administrative and clerical staff within the designated area of responsibility.

Please feel free to contact the Service Manager for an informal chat about this role.

About us

To find out more about what it is like to work for our Trust please visit the following link:

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

• 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.

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 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 Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.

Person Specification

Qualifications

• Educated to NVQ Level 4/5, BTEC Level Higher National Diploma & Certificate (HND/C) or equivalent level
• Word processing and computer literacy skills to RSA3/NVQ3 level
• ECDL Qualification

Personal Attributes

• Self-disciplined/motivated to function independently, but also able to motivate others

Skills

• Able to organise and prioritise both own workload and that of others as required
• Ability to practice delegation, negotiation and motivation skills
• Possess a range of developed communication skills
• Able to function effectively as part of a team
• Experience of managing organisational change within a team e.g. restructures, changes to job requirements.

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