Administrative Officer

Sheffield Teaching Hospitals NHS Foundation Trust; Sheffield; On-site; GBP 25,000; Full time

Job summary

Sheffield Teaching Hospitals NHS Foundation Trust seeks an Administrative Officer for its Single Point Access team. This role involves delivering high-quality service to patients, supporting clinicians with administrative tasks, and ensuring data is managed in compliance with NHS standards. The Trust offers a supportive work environment with career development opportunities.

Benefits

Career development opportunities

Flexible working

Health and wellbeing packages

Pension schemes

Qualifications

• GCSE English and Maths or equivalent required.
• NVQ Level II in Business Administration, Customer Service, or IT preferred.
• Experience in an office and public-facing role.

Responsibilities

• Provide administrative support to patients and clinicians.
• Handle phone calls, messages, and incoming mail efficiently.
• Ensure confidentiality and handle patient data responsibly.

Skills

Communication

Organisational skills

Initiative

Education

GCSE at Grade C/4 in English and Maths or equivalent

NVQ Level II in Business Administration / Customer Service / IT

Tools

Microsoft Office

TPP system

Job description

Employer Sheffield Teaching Hospitals NHS Foundation Trust Employer type NHS Site Northern General Hospital Town Sheffield Salary £24,169 pa/pro rata for part time staff Salary period Yearly Closing 30/06/2025 23:59 Interview date 09/07/2025

Administrative Officer

NHS AfC: Band 2

We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated so whilst you care for our patients and clients, we’ll take care of you. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes , health and wellbeing packages and financial support systems. Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.

Job overview

To provide a high quality confidential service within the Single Point Access (SPA) team and GP Collaborative team to deliver an excellent, quality service for patients, referrers and clinicians using the service.

To provide administrative support to the Patient Choice Advisor’s and clinicians within the relevant services. To assist in delivering an efficient and quality service.

Undertake accurate recording / inputting and amending of data within Trust Information systems. Communicate effectively with the use of tact and diplomacy and seek to overcome barriers to effect communication. This may require the use of multiple communication methods, such as email and telephone.

Work collaboratively with the wider departmental team to ensure a consistent and effective patient first service.

Actively use initiative within the role but seek guidance when required and appropriate.

Assist and support in the development and improvement of the service
Complete all mandatory training required by the Trust and actively participate in personal development.

Assist and support in the development and training of new members.
Undertake effective prioritisation of own workload and the coordination of activities / duties related to the role.

Main duties of the job

To provide efficient and effective administrative and clerical support to the PCA’s, clinicians and patients.

To receive all incoming telephone calls from patients and clinicians in a confident, efficient and confidential manner.

To answer the telephone promptly in a courteous manner at all times taking clear and accurate messages.

Able to receive & process tasks quality referrals from health care professionals and patients.

To receive and distribute all incoming mail.

To ensure all outgoing mail is collected from all staff and it is processed on a daily basis.

To provide administration support for all staff, including photocopying and up to date filing.

To undertake general admin duties including registration of referrals onto the TPP system, scanning and data entry.

To support the triage clinicians ensuring patient demographics are completed on all patient referrals in a legible and concise manner.

To fully comply with the Sheffield Teaching Hospitals policies, procedures and guidelines on confidentiality and codes of conduct.

To support and provide cover for colleagues, 7 days a week 24/7.
To undertake all duties relevant to the post.

Working for our organisation

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

Adhere to all Trust and Departmental Policies and procedures.

To achieve and maintain high standards and effective working relationships with all service providers and organisations ensuring a patient first service.

To promote the reputation of the SPA, GP Collaborative and the Sheffield Teaching Hospitals as a caring and helpful organisation.

Detailed job description and main responsibilities

Please view the attached Job Description and Person Specification documents for full details regarding this post.

When completing your application please ensure that you clearly demonstrate how you meet the role criteria.

Person specification

Qualification

• GCSE at Grade C/4 in English and Maths (or equivalent qualifications) or equivalent experience
• NVQ Level II in Business Administration / Customer Service / IT

Experience

• Experience of working within an office environment
• Experience of working in a public facing role
• Relevant experience within the NHS

Special Abilities

• Knowledge of / experience of using information and/or customer service systems.
• Working knowledge of Microsoft Office packages including Outlook, Excel and Word.
• Previous experience of PAS / Infoflex / SystmOne (area specific software)

Skills and Knowledge

• Understanding of data protection issues and the ability to maintain confidentiality
• Excellent communication skills, with ability to deal with staff at all levels.
• Displays use of initiative with effective organisational skill
• Ability to prioritise and work to strict/conflicting deadlines
• On-going commitment to personal development

Please note that in order to comply with the UK Government’s rules on skilled worker sponsorship, any applicants who do not meet the eligibility requirements or concessions on salary thresholds under the skilled worker visa will not be eligible to receive sponsorship from the Trust. Please keep this in mind when submitting your application. Further details on these concessions, and who qualifies for them, can be found here (link to the gov.uk website).

Candidates are advised to read the attached guidance on using AI technology. W hen you complete your application, you are required to declare that the information in your application form is true and complete. The personal statement is exactly that; personal.

When selecting to apply via NHS Jobs, you will be redirected to our preferred recruitment system called Trac. You will be asked to create and submit your application via the Trac recruitment system.

You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. All communications should be sent via your Trac system account.

If you are offered employment at Sheffield Teaching Hospitals your information will be transferred from the Trac recruitment system into the national NHS Electronic Staff Records system. In addition, in submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.

Please note, all communication regarding your application will be made via email sent via the Trac recruitment system, please ensure you check your junk/spam folders as emails are sometimes filtered there.

The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community. Should you require any assistance in applying for the position please contact the General or Medical Human Resources Departments on the number identified on the NHS Jobs page for the organisation.

Job Share applicants are welcome for all full time posts unless indicated but cannot be guaranteed. In addition for Fixed Term Contracts, internal secondments may be considered, please seek the approval of your current line manager before applying for the position.

All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken.

For more information about our organisation and the opportunities available, please visit our website and follow us on Twitter and Facebook

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 Jodie Naylor Job title Operational Support Manager Email address [e-mail] Telephone number 0114 3078058 Additional information

Sarah Purseglove
Operational Support Manager
Email: [e-mail]
Telephone: [phone]