Administrator / Receptionist

Herefordshire and Worcestershire Health and Care NHS Trust; West Midlands; On-site; GBP 24,000 - 27,000; Part time

Job summary

A Health and Care Trust located in West Midlands is seeking an enthusiastic Administrator/Receptionist for their Children's Short Stay Service. This part-time role (22.5 hours/week) offers a Band 3 salary ranging from £24,937 to £26,598, pro-rata. Candidates should possess strong organizational and communication skills alongside proficiency in Microsoft Office. The position demands responsibility in handling sensitive information and providing essential clerical support, while working closely with clinical staff. The Trust offers numerous employee benefits, including leave and a pension scheme.

Benefits

27 days leave plus bank holidays

Generous NHS pension

Flexible working opportunities

Health and wellbeing opportunities

Qualifications

• Required to have a Level 3 qualification or significant NHS administrative experience.
• Experience with Microsoft Office and relevant administrative skills is essential.

Responsibilities

• Provide clerical and administrative support to the team.
• Act as the first point of contact for the team.
• Handle sensitive and confidential information responsibly.

Skills

Organisational skills

Communication skills

IT skills

Ability to prioritise

Education

Level 3 in Business/Administration or Level 2 with NHS experience

Tools

Microsoft Office

Job description

Job Summary

An exciting opportunity has arisen for an organised, motivated, and enthusiastic Administrator/Receptionist to join our Childrens Short Stay Service based at Osborne Court, Malvern. Short breaks provide parents and carers with a much-needed rest from caring responsibilities. The role is Band 3 and is part time 22.5 hours a week.

The post holder will provide clerical and administrative support to enable the team to deliver an efficient and effective service. You must be a team player who is able to juggle priorities in an accurate way that aids the support of not just the clinicians but the extended admin and clinical teams also.

Please contact Bernadette Barron (01905 681422) for further information.

Please note the Trust is unable to provide sponsorship for this role; to apply you must have current right to work in the UK.

Main duties of the job

We are looking for someone with strong administrative skills including IT, MS office & Teams. You will also have excellent communications skills. Your main role will be the first point of contact for the team. You will need to take messages clearly and deal with information that is both confidential and sensitive and occasionally distressing in nature. You will be supporting the clinicians preparing data and presenting this appropriately for Ofsted. Booking of transport and accommodation is also part of this role.

You will work alongside the administrative team as well as a range of clinical staff providing any needed support.

This is a demanding but rewarding role that would best suit a self‑motivated & driven individual with a keen eye for detail. You may be required to work independently or as part of a team and have the desire to go that extra mile.

Direct communication with families & carers answering queries and concerns.

Ensure compliance with data protection & GDPR.

About Us

At Herefordshire and Worcestershire Health and Care NHS Trust, we are working together to deliver outstanding care. We run community hospitals and community health services across Worcestershire and provide mental health and learning disability services across both Herefordshire and Worcestershire.

Our people (all 4500+ of them) provide services for people of all ages, experiencing both physical and/or mental health conditions from over 100 sites.

We will support you to thrive; offer flexible working options for a great work‑life balance, help you fulfil your ambitions, and empower you to make positive changes within your team or service. We value diversity and encourage applications from people of all backgrounds, cultures, and ethnicities.

Benefits

• 27 days leave plus bank holidays, increasing up to 33 days with long service
• Generous NHS pension and enhanced pay when you work unsocial hours
• Flexible and agile working opportunities
• Great maternity, paternity, and adoption support
• Wide range of supportive staff networks
• Health and wellbeing opportunities

To learn more, please visit our website.

We encourage you to read the attached applicant guidance notes.

Sharing Your Data

As a data controller we may sometimes need to process your data to pursue our legitimate business interests, for example to request a survey from you (optional), to support the Trusts understanding of where you gained interest in working for the Trust.

Job Details

Date posted: 23 December 2025

Pay scheme: Agenda for change

Band: 3

Salary: £24,937 to £26,598 a year pro rata

Contract: Permanent

Working pattern: Part‑time

Reference number: C9798‑1940

Job locations: Osborne Court, Osborne Road, Malvern, Worcestershire, WR14 1JE

Job Description

Job responsibilities

A Typical Day As An Administrator May Involve

• Maintaining patient records effectively and accurately
• Receptionist and general office duties such as typing, scanning, photocopying, printing
• Scheduling appointments and meetings
• Booking of patients transport and accommodation
• Handling correspondence ingoing and outgoing mail
• Handling queries over the telephone and face to face from staff, families, carers and external agencies
• Monitoring the Team inbox
• Assisting the team with various administrative tasks
• Always adhering to data protection and confidentiality

For full details of the duties and criteria for the role please refer to the job description and person specification attached.

Person Specification

Qualifications

• Educated to academic Level 3 (e.g.: A-Level, NVQ3, OCR/RSA3, City and Guilds 3) in a Business/Administration related subject or Educated to academic Level 2 (e.g. GCSE Grade A-C) with considerable recent NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post
• I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.

Essential Criteria

• Professional manner
• Willingness to commit to continuing professional development and undertake relevant training as required
• Tact and discretion when dealing with confidential information
• You understand that we will not provide sponsorship to work for this role.

Skills & Ability

• Excellent communication and interpersonal skills
• Ability to prioritise, meet deadlines and work under pressure whilst remain calm
• Ability to manage own workload and work independently
• Ability to communicate effectively and clearly in both written and verbal formats
• Minute taking

Experience

• Essential: Recent, relevant Administrative/Secretarial experience (usually demonstrated by a minimum of 2 years experience)
• Desirable: Previous relevant NHS experience

Knowledge

• Essential: Proficient in the use of Microsoft Office Packages, Knowledge of office procedures, Understanding of the confidential nature of the post
• Desirable: Knowledge of the Trusts electronic information systems

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: Herefordshire and Worcestershire Health and Care NHS Trust, Osborne Court, Osborne Road, Malvern, Worcestershire, WR14 1JE. Employer's website: https://www.hacw.nhs.uk/careers.