Administrator

HCRG Care Group; Greater Manchester; On-site; GBP 24,000; Part time

Job summary

A leading community health service provider is seeking an organised and proactive part-time Administrative Support Officer to join their Sexual Health Service team in Greater Manchester. The role involves managing patient communications, maintaining confidential records, and providing essential clerical support. Candidates should show strong customer care skills, have experience with hospital IT systems, and demonstrate effective communication abilities. The position offers a salary of £23,875 and various benefits including a group pension and access to wellness support.

Benefits

Group pension

Free tea and coffee

Discounts through My Reward Hub

Access to earned wages

Wellness support

eLearning and career development opportunities

Encouragement for idea implementation

Qualifications

• Experience in handling medical or patient data is essential.
• Basic numeracy and literacy skills are necessary.
• Ability to provide clear information and communicate effectively.

Responsibilities

• Manage high volumes of telephone calls and respond to enquiries.
• Prioritize referrals based on clinical needs.
• Maintain patient records and ensure confidentiality.
• Perform clerical tasks and support the Administration Manager.

Skills

Telephone enquiry experience

Customer care skills

Interpersonal skills

Numeracy and literacy skills

Keyboard skills

Ability to work in a team

Judgment skills

Flexibility in working hours

Tools

Hospital IT systems

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Patient management system (Lilie)

Job description

Working as part of the Sexual Health Service, the post holder will provide comprehensive administrative support across a range of services. The role makes a direct and positive contribution to service delivery by ensuring efficient, professional, and sensitive communication with service users, clinicians, and colleagues. You will also manage and maintain waiting lists for Young People (YP) referrals and allocate cases to appropriate staff. You will be required to use clinical and administrative computer systems to accurately capture, update, and maintain patient data, ensuring information is complete, accurate, and confidential. The role includes database management, telephone contact with service users, and organising workloads within agreed guidelines, using discretion and initiative to resolve queries or elevate to senior colleagues where appropriate. This is a part time role for 30 hours a week. The post holder is required to travel between the Rochdale and Bury sites meaning a driving licence is ideal.

Responsibilities

• Manage a high volume of telephone calls.
• Respond to patient enquiries and book appointments.
• Prioritise referrals according to clinical need and elevate urgent cases.
• Direct patients to the correct services in a timely and appropriate manner.
• Collate and send appointment letters and relevant information to patients.
• Perform clerical tasks including accurate data input and coding of confidential patient information.
• Maintain patient records, ensuring confidentiality, safe storage, and archiving.
• Carry out general office duties including filing, photocopying, email handling, memo requests.
• Use patient management systems (including Lilie) to book, register, and track patients.
• Regular use of IT systems including Word, Excel, PowerPoint, and Outlook.
• Maintain and manage databases.
• Undertake reception duties as required, including updating patient details and arranging follow-up appointments.
• Add patients to outpatient waiting lists.
• Support the Administration Manager with day‑to‑day operational functions.
• Manage and maintain waiting lists for Young People (YP) referrals and allocate cases to appropriate staff.
• Monitor and manage the YP mailbox, including voice notes.
• Monitor the YP telephone line on an ad‑hoc basis.
• Communicate effectively, both verbally and in writing, with senior management, clinicians, colleagues, and external organisations. Able to demonstrate behaviours consistent with HCRG Values - Care Think Do.
• Can demonstrate basic number and literacy skills.
• Experience of telephone enquiry work.
• Experience of working with hospital IT systems.
• Good customer care and interpersonal skills.
• Able to provide and receive clear and concise information by telephone and in other forms.
• Able to work well in a team and as an individual.
• Able to use judgement in straightforward situations requiring analysis.
• Able to plan own work and meet agreed targets.
• Keyboard skills.
• Flexible approach to working hours to help cover leave and sickness.

Qualifications

• Can demonstrate behaviours consistent with HCRG Values - Care Think Do.
• Basic number and literacy skills.
• Experience of telephone enquiry work.
• Experience of working with hospital IT systems.
• Good customer care and interpersonal skills.
• Able to provide and receive clear and concise information by telephone and in other forms.
• Able to work well in a team and as an individual.
• Able to use judgement in straightforward situations requiring analysis.
• Able to plan own work and meet agreed targets.
• Keyboard skills.
• Flexible approach to working hours to help cover leave and sickness.

Desirable Criteria

• Experience working in a call centre ECDL or equivalent.
• Experience of communicating with clients or patients.
• A driving licence and access to a car.

Benefits

• A salary of £23,875.00 with access to our group pension.
• Free tea, coffee and milk at your base location.
• Membership of My Reward Hub, giving you access to discounts on everyday purchases like grocery shopping as well as cashback and voucher offers for treats for you and those special to you.
• Access to your wages as you earn them to help cover life's emergencies and avoid overdraft fees or high interest rates.
• Online and face‑to‑face help with your mental and physical wellbeing - from healthy recipes and activity challenges through to post‑trauma support, legal, debt and life management help, as well as career coaching and counselling.
• Access to eLearning, bespoke career pathways and opportunities for continuing professional development through our 'Outstanding' learning and development team, The Learning Enterprise.
• An open, just culture where you're encouraged to have and implement ideas which can help us deliver our purpose: changing lives through transforming health and care - backed up by at least £100,000 of ringfenced innovation funding each year.

We change lives by transforming health and care. Established in 2006, we are one of the UK's leading independent providers of community health and care services, working with health and care commissioners and communities to transform services with a focus on experience, efficiency and improved outcomes. We deliver and transform adult and children community health services, primary care services including urgent care, sexual health, dermatology and MSK services as well as adult social care and wellbeing services. Across England, we support communities of many millions and directly help more than half a million people each year - guided by our simple values: we care, we think, we do. We're committed to equal opportunities and welcome applications from a broad, diverse range of people who want to join our team.