Administrative Co-ordinator

NHS; York and North Yorkshire; On-site; GBP 27,000 - 31,000; Part time

Job summary

A regional healthcare provider in York is looking for an Administrative Co-ordinator to manage outpatient appointments in a busy Pain Management team. The ideal candidate will possess exceptional administrative skills and ideally have prior experience in NHS outpatient roles. This part-time, fixed-term role offers the opportunity for professional growth within a supportive environment.

Benefits

Access to NHS Pension Scheme

27 days holiday rising to 33

Employee Assistance Programme

Qualifications

• Educated to NVQ Level 4/5, BTEC Level Higher National Diploma or equivalent level.
• Word processing and computer literacy skills to RSA3/NVQ3 level.
• Self-disciplined and motivated to function independently.

Responsibilities

• Lead managing clinics for Pain Management outpatient appointments.
• Monitor and update electronic worklists in a timely manner.
• Supervise administrative and clerical staff within the designated area.

Skills

Organisational skills

Communication skills

Delegation skills

Education

NVQ Level 4/5 or equivalent

Tools

Word processing

Computer literacy

Job description

Job Summary

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:

https://yorkhospitals.pagetiger.com/hdjgxd

Our Benefits

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.

Details

Date posted: 22 September 2025

Pay scheme: Agenda for change

Band: Band 4

Salary: £27,485 to £30,162 a year pro rata

Contract: Fixed term

Duration: 12 months

Working pattern: Part-time

Reference number: 419-7470537-AC-SY

Job locations: York Hospital, Wigginton Road, York, YO31 8HE

Job Description

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:

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

Essential

• 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

Desirable

• ECDL Qualification

Personal Attributes

Essential

• 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

Desirable

• 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 details

York and Scarborough Teaching Hospitals NHS Foundation Trust
York Hospital
Wigginton Road
York
YO31 8HE

Employer's website: https://www.yorkhospitals.nhs.uk

Note: This is a sanitized refinement of the original job description. All content remains as provided, formatted for clarity and accessibility.