Departmental Clerk

Transformation Unit; Dudley; On-site; GBP 23,000 - 28,000; Part time

Job summary

The Dudley Group NHS Foundation Trust is recruiting for an Endoscopy Administrative Assistant (Band 2) on a part-time basis (22.5 hours per week). You will support patient booking, registration and discharge, maintain records, and provide clerical support to endoscopy services.

You will work within the Endoscopy administrative team, ensuring accurate data entry and confidential handling of patient information while delivering a high-quality patient experience.

Qualifications

• GCSE English Language and Maths at minimum Grade C (or equivalent).
• Previous administrative/clerical experience in a healthcare setting preferred.
• Proficient in Microsoft Office (Excel & Outlook); good data entry and document management.

Responsibilities

• Support booking, registration, admission, discharge and transfer of patients.
• Maintain accurate patient information and confidentiality.
• Provide welcoming reception and frontline support.
• Coordinate endoscopy appointments and respond to cancellations.
• Support the Bowel Cancer Screening Programme and nurse-led clinics.

Skills

Teamwork

Communication

Organisational skills

Prioritisation

Education

GCSE English & Maths (Grade C)

Tools

Microsoft Office (Excel & Outlook)

Job description

Main area Medicine Grade NHS AfC: Band 2 Contract Permanent Hours Part time - 22.5 hours per week (At The Dudley Group, we understand the benefits of offering a range of flexible working options from day one of employment to support both employees and the Trust. Offering flexible working opportunities is one of the ways that the Trust aims to attract and retain a diverse workforce. Further information on the options available can be found via the link in the job advert.) Job ref 253-1126-8326915

Employer The Dudley Group NHS Foundation Trust Employer type NHS Site Russells Hall Hospital Town Dudley Salary £25,272 Pro Rata Salary period Yearly Closing 25/11/2026 23:59

NHS AfC: Band 2

Job overview

• Support the booking, registration, admission, discharge and transfer of patients in accordance with Trust policies and procedures.
• Maintain accurate patient information, records and documentation, ensuring confidentiality.
• Provide a welcoming reception service.
• Support effective utilisation of endoscopy capacity by allocating appointments and responding to cancellations.
• Provide clerical support to the Bowel Cancer Screening Programme and nurse-led clinics.
• Liaise with hospital departments, medical secretaries, clinical staff to support patient care.
• Maintain organised filing systems in accordance with Trust policies and procedures.
• Work flexibly as part of the Endoscopy administrative team, providing cover for colleagues.
• Deal professionally and sensitively with enquiries and elevate concerns when required.
• Undertake other duties appropriate to the Band 2 level to support a safe, efficient and high-quality Endoscopy service. The role requires accurate data entry, timely communication and effective coordination with clinical and administrative colleagues. The post holder will work within agreed procedures, use initiative appropriately, maintain patient confidentiality and contribute to a positive experience for patients and visitors.

Main duties of the job

Patient Appointment and Booking Administration

Reception and Patient Communication

Medical Records and Documentation

Clinical and Administrative Support

Communication and Liaison

Information Governance and Filing

Team Working and Service Support

General Responsibilities

Working for our organisation

At the Dudley Group our patients and staff are at the heart of all that we do and that is to provide a world class service that aligns with our vision of “excellent health care, improved health for all”. We are seeking to recruit staff who share our vision and values of making Dudley Group an incredible workplace.

As part of the NHS People Promise, your wellbeing is our priority, and we are committed to ensuring our employees achieve a healthy work-life balance supported by our flexible working options and by making reasonable adjustments where possible. We believe no-one should have to sacrifice family, friends, or their personal interests for work. We are a modern employer able to attract and retain high quality staff through our commitment to the NHS People Promise.

As an employer, we foster an inclusive environment where everyone feels valued, supported, and empowered to contribute their best. We want to ensure that our workforce is representative of the population we serve. More information - inclusive practice people promise.

Dudley Group offer many opportunities for our staff to develop and grow within their roles through our Learning & OD Team. These include topics such as communication, wellbeing, team development, cultural competency, and values.

Detailed job description and main responsibilities

Please refer to the attached job description for full details of the main duties and responsibilities that the post holder is required to undertake.

Person specification

Qualifications & Education

• GCSE pass in English Language & Maths (Minimum Grade C / Level 4-9) or equivalent

Experience

• Previous administrative and clerical experience
• Experience working with hospital administration systems
• Proficient in the use of Microsoft Office programs (i.e. Excel & Outlook)

Communication & Relationship Skills

• Ability to work as part of a team

Planning & Organisational Skills

• Good organisational skills
• Ability to plan, organise and prioritise workload in a methodical manner

Using AI for jobs applications:

Whilst we encourage the use of technology to help manage time and support innovation. However, it is your responsibility to ensure your application is personalised and clearly reflects your own skills and experiences. While AI can assist with drafting, it should only be used as a support tool. The content must be your own work and accurately represent your knowledge, abilities, and values. Over‑reliance on AI-generated content may result in your application being rejected. A common issue arises when we receive multiple applications with identical or overly generic language.

The use of AI during assessments, including interviews, is not permitted unless it has been pre‑approved as part of a reasonable adjustment. For digital interviews, you may be asked to provide a 360‑degree view of your surroundings on camera and confirm that no additional devices are present. If we suspect AI is being used during an interview, we may pause the process to clarify or adjust our approach to questioning.

Caring for patients demands integrity, honesty, and accountability. We expect your application and participation to be authentic and a genuine reflection of your own experiences and values.

In line with UK Home Office rules, Band 2 clinical and non‑clinical roles, and Band 3 non‑clinical roles, are not eligible for visa sponsorship.

Non‑clinical roles at Agenda for Change Bands 7–9 that meet the required skill level (RQF 6) and salary threshold are eligible for sponsorship.

The Trust will also accept applications from candidates who can evidence their existing right to work in the UK or who hold an alternative eligible visa.

RECRUITMENT EQUALITY STATEMENT

We are committed to equal opportunities and want to ensure our workforce is representative of the population we serve. We welcome applications from all sections of the community and diverse groups. It is essential we understand our demographics, in order that we can monitor our performance as an equal opportunity employer, as well as continuing to embed a culture of inclusivity across the organisation, which supports the active participation and contribution of our diverse staff groups in the Trusts decision making processes . On application the shortlisting manager will not see this criterion and therefore it cannot be part of their decision making. Please ensure you complete your equal opportunities questions for us and help us to make sure everyone is welcome.

The Trust is committed to employing and supporting people with disabilities. It is the Trust’s policy to interview all candidates with a disability who meet the minimum ‘essential’ criteria as identified on the person specification. To ensure we know you have a disability, please inform us under the appropriate section on the application form. We welcome applications from the LGBTQ+ community and openly encourage people with different sexual orientation, gender identity and expression to apply to join our team. We promise to respect and encourage the use of all pronouns and will not purposefully mis‑gender anyone.

We are governed by the public sector equality duties and by our values of Care, Respect and Responsibility to ensure we eliminate discrimination, harassment, victimisation and any other behaviour that is unlawful, undermines our core values and/or falls short of our Behaviour Framework. We want all of our staff to ‘call out’ any behaviour from colleagues, patients or visitors that constitutes the above and appropriate action be taken.

We will, at every opportunity, advance equality and inclusivity for all staff, at all levels within the organisation, by removing or minimising disadvantage, encouraging participation and taking all relevant steps to meet the needs of anyone who shares a protected characteristic. We will also foster good relations between persons who share a protected characteristic by tackling prejudice and promoting understanding at every opportunity.

We have staff Networks in place to help support staff experience of diverse staff groups and inform us on the actions, interventions and support what we need to put in place to improve the working lives and daily experiences of all colleagues and all teams. Anyone can join the networks and we take pride in having Allies as part of every network within the organisation.

Employer certification / accreditation badges

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.