Administrator / Receptionist

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

Job summary

A community health organization in Worcestershire is seeking a part-time Administrator/Receptionist for its Children's Short Stay Service. The ideal candidate will provide clerical support, manage communication with families, and maintain patient records. Requirements include strong administrative skills, proficiency in Microsoft Office, and a Level 3 qualification in Business/Administration. Competitive benefits are offered, including generous leave and an NHS pension.

Benefits

27 days leave plus bank holidays

Generous NHS pension

Flexible working opportunities

Qualifications

• Proficient in Microsoft Office including IT, MS Office & Teams.
• Understanding of the confidential nature of the post.
• Recent, relevant administrative/secretarial experience.

Responsibilities

• Provide clerical and administrative support to the team.
• Act as the first point of contact for the team.
• Schedule appointments and meetings.
• Maintain patient records effectively and accurately.
• Ensure compliance with data protection & GDPR.

Skills

Strong administrative skills

Excellent communication skills

Intermediate IT skills

Organizational skills

Ability to demonstrate initiative

Education

Level 3 qualification in Business/Administration or equivalent

Level 2 qualification with substantial NHS admin experience

Tools

Microsoft Office Packages

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 salary quoted is pro rata for part time hours.

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.

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

Herefordshire and Worcestershire Health and Care NHS Trust provides community hospitals and community health services across Worcestershire, and mental health and learning disability services across Herefordshire and Worcestershire. We have 4500+ staff serving people of all ages across 100+ sites. We offer flexible working options, support career growth, and value diversity.

What we offer:

• 27 days leave plus bank holidays, increasing up to 33 days with long service
• Generous NHS pension and enhanced pay for unsocial hours
• Flexible and agile working opportunities
• Maternity, paternity, and adoption support
• Supportive staff networks
• Health and wellbeing opportunities

If you would like to know more, please visit our website and read the attached applicant guidance notes.

Sharing your data - As a data controller we may process your data to pursue legitimate business interests, for example to request a survey from you to support understanding of your interest in working for the Trust.

Details

Date posted: 08 September 2025

Pay scheme: Agenda for change

Band: Band 3

Salary: £24,937 to £26,598 a year

Contract: Permanent

Working pattern: Part-time

Reference number: C9798-1642

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

Job Description and Person Specification

Job responsibilities

1. Maintaining patient records effectively and accurately
2. Receptionist and general office duties such as typing, scanning, photocopying, printing
3. Scheduling appointments and meetings
4. Booking of patients transport and accommodation
5. Handling correspondence ingoing and outgoing mail
6. Handling queries over the telephone and face to face from staff, families, carers and external agencies
7. Monitoring the Team inbox
8. Assisting the team with various administrative tasks
9. 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.

Knowledge

• Essential: Proficient in the use of Microsoft Office Packages
• Essential: Knowledge of office procedures
• Essential: Understanding of the confidential nature of the post

Skills & Abilities

• Clear and effective communication in English (verbal and written)
• Intermediate IT skills (to be tested at interview)
• Numerate, accurate, with good organisational skills
• Able to demonstrate initiative

Qualifications

• Essential: Level 3 qualification in Business/Administration or equivalent (A-Level, NVQ3, OCR/RSA3, City and Guilds 3)
• Or: Level 2 qualification with substantial NHS admin experience and commitment to undertaking Level 3 on appointment
• Note: Original certificates may be requested at offer

Experience

• Essential: Recent, relevant administrative/secretarial experience (usually minimum 2 years)
• Desirable: Previous NHS experience

Disclosures

This post is subject to the Rehabilitation of Offenders Act and disclosure checks via the Disclosure and Barring Service (DBS).