Clerical Officer/Receptionist

Sheffield-Teaching-Hospitals-Nhs-Foundation-Trust; Sheffield; On-site; GBP 23,000 - 28,000; Full time

Job summary

Sheffield Teaching Hospitals NHS Foundation Trust is seeking a Clerical Officer/Receptionist to join the Cardiothoracic Service at Northern General Hospital in Sheffield. The role focuses on high‑quality clerical and administrative support, managing outpatient appointments, notes, and patient records in a fast‑paced clinical environment.

You will be the first point of contact for patients and staff, with duties including booking, documentation, and coordination of clinic lists, while

Qualifications

• GCSE English and Maths (or equivalent) and NVQ Level II in Business Administration / Customer Service / IT.
• Experience in an office environment and in a public-facing role, preferably within the NHS.
• Knowledge of information systems and MS Office (Outlook, Excel, Word).

Responsibilities

• Provide a friendly, welcoming reception service for patients, visitors and staff attending Cardiology Outpatient services.
• Support outpatient clinics by preparing attendance packs, locating notes, booking clinics and maintaining lists.
• Book, amend and confirm patient appointments following Trust guidelines and accurate record-keeping.
• Monitor clinic status, cancellations, reductions and non-attendance; escalate when needed.
• Communicate professionally with clinical teams and other healthcare staff.
• Carry out general administrative duties, manage correspondence and scanning to EDMS.
• Ensure patients are on appropriate waiting or review lists and that pathways are maintained.
• Provide cover for colleagues and support service improvements and induction of new staff.

Skills

Office experience

Public facing

NHS experience

Education

GCSE English & Maths

NVQ Level II in Business Admin / Customer Service / IT

Tools

Infoflex / 59R

PAS / Infoflex / SystmOne

Job description

Main area Administration Grade NHS AfC: Band 2 Contract Permanent Hours Full time - 37.5 hours per week (Successful candidate expected to work Monday through Friday between 8AM and 5PM on a two shifts pattern, i.e., 8-4 or 9-5.) Job ref 190-3246-DIR-SP

Employer Sheffield Teaching Hospitals NHS Foundation Trust Employer type NHS Site Northern General Hospital Town Sheffield Salary £25,272 pa/ pro rata for part time staff Salary period Yearly Closing 15/11/2026 23:59 Interview date 25/11/2026

Clerical Officer/Receptionist

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

An exciting opportunity has arisen for a motivated and well‑organised individual to join the Clerical Officer/Reception Team at the Cardiothoracic Service, Northern General Hospital.

As a key member of the team, you will play an essential role in supporting our clinical colleagues and ensuring the smooth running of outpatient clinics including but not limited to heart failure services and reception services. This varied and rewarding post involves providing high‑quality clerical and administrative support to consultants, specialist nurses, patients, and visitors, helping us deliver the highest standard of care.

You will be the first point of contact for patients and staff, managing appointments, preparing clinic documentation, maintaining accurate patient records, and ensuring clinics are fully supported and well‑coordinated. The role requires strong communication skills, excellent organisation, and a caring, professional approach.

This is a great opportunity for someone who enjoys working in a fast‑paced clinical environment, values teamwork, and is looking to develop their skills within a supportive and friendly administrative team.

Main duties of the job

To provide a friendly, welcoming, and efficient reception service for patients, visitors, and staff attending Cardiology Outpatient service.

To support the smooth running of outpatient clinics by preparing attendance packs, locating patient notes, clinic booking, managing clinic lists, and ensuring all documentation is accurate and available on time.

To book, amend, and confirm patient appointments in line with Trust and national guidelines, ensuring all clinical activity is recorded promptly and accurately on the Trust’s patient administration systems.

To proactively monitor clinic status, including cancellations, reductions, and non-attendance, escalating issues where required to maintain safe and effective service delivery.

To communicate professionally with clinical teams, including consultants, junior doctors, nursing staff, therapists, and other healthcare professionals.

To carry out general administrative duties, including managing correspondence, updating patient records, filing and arranging scanning to EDMS.

To ensure all patients are placed on the appropriate waiting or review lists so that no patients are lost to follow‑up and all pathways are accurately maintained.

To contribute to the wider administrative team by providing cover for colleagues, supporting service improvements, and assisting in the induction of new staff.

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.

The Trust places strong emphasis on staff wellbeing and offers a wide range of policies designed to help employees balance their personal and professional lives.

As an employer, we are dedicated to providing opportunities for personal and professional development. In addition, the organisation is recognised for its contribution to research and innovation, providing a stimulating and forward‑thinking environment in which to work.

Joining us means becoming part of a supportive team and a respected organisation that is committed to helping you thrive, develop your skills, and make a meaningful difference to patient care.

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

Education and Qualifications

• 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

Further Training

• Knowledge of / experience of using information and/or customer service systems.
• Working knowledge of Microsoft Office packages including Outlook, Excel and Word.
• Previous experience Infoflex / 59R Software
• Previous experience of PAS / Infoflex / SystmOne (area specific software)

Skills

• 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 .

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.

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.