Paediatric Outpatient Administrator

York and Scarborough Teaching Hospitals NHS Foundation Trust; Scarborough; On-site; GBP 24,000 - 26,000; Part time

Job summary

An established healthcare provider is seeking a dedicated individual for a part-time administrative role in a busy children's clinic. The ideal candidate will possess excellent communication skills, be able to work under pressure, and demonstrate a compassionate approach when interacting with families. This position offers a unique opportunity to contribute to the care of children in a supportive environment while developing your administrative skills. Join a team that values kindness, openness, and excellence, and make a meaningful impact in the community.

Benefits

Access to NHS Pension Scheme

27 days holiday rising to 33 days

Generous relocation package

Employee Assistance Programme

NHS Car Lease scheme

Cycle to Work scheme

Learning and development opportunities

Discounts on restaurants and shopping

Qualifications

• Experience in a customer service environment is essential.
• Administrative experience of at least one year is required.

Responsibilities

• Manage appointments and ensure clinics are appropriately utilized.
• Respond sensitively to parents and children in a busy clinic environment.

Skills

Good verbal and written communication skills

Good interpersonal skills

Organizational skills

Ability to work under pressure

Problem-solving skills

Education

GCSE Maths and English at grade C+ or equivalent

Administrative qualification equivalent to NVQ Level 3

Willingness to work towards Level 3 qualification

Job description

Main area admin Grade Band 3 Contract Fixed term: 9 months (Maternity cover. Secondment opportunity considered for internal candidates.)

Hours Part time - 22.5 hours per week (You will be required to work Mondays, Thursdays and Fridays 08:30-16:30)

Job ref 419-6972319-POA-FH

Site Scarborough Hospital Town Scarborough Salary £24,071 - £25,674 pro rata Salary period Yearly Closing 18/03/2025 23:59

Please note that contact with applicants will usually be by email, and so please check all of your mail folders regularly (unfortunately some providers filter our messages into junk mail folders).

Our Values

• We are KIND
• We are OPEN
• We pursue EXCELLENCE

We are looking for applications from people who share our values to help make us a valued and trusted partner within our care system, that delivers safe effective care to our local population.

Job overview

This is a patient facing role and the successful candidate must be able to demonstrate the ability to work well under pressure, and manage their time and workload effectively, as you will be working in a busy children’s clinic environment which can sometimes be noisy.

Although your work will be guided you must be able to work unsupervised, using your own initiative and be able to respond quickly and efficiently. This role requires you to have an empathetic nature as you will encounter anxious children/families/carers.

As a focused individual, you will need to be organised have the ability to prioritise your workload, have excellent communication skills and be a creative thinker and multitasker who is able to effectively problem solve and meet tight deadlines. You will have the ability to work as part of a friendly and supportive team working to achieve common goals.

Main duties of the job

• Action appointments from worklist.
• Action appointment requests on CPD from clinicians and consultants.
• Change, cancel or amend appointments as required whilst following various booking rules.
• Ensuring clinics are appropriately utilised.
• Expedition of referrals.
• Maintain clinic room bookings.
• Manage electronic worklists.
• Add, end and re-open referrals on CPD using ERS.
• Escalate issues to appropriate manager/clinician.
• Meet and greet parents/children asking relevant screening questions.
• Receive enquiries via telephone, email, text or face to face from internal and external parties.
• Respond sensitively to parents who may be worried, anxious or distressed.

Working for our organisation

We offer a range of benefits to support our staff including:

• Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants.
• 27 days holiday rising to 33 days (depending on NHS Trust service).
• A generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully.
• A variety of different types of paid and unpaid leave covering emergency and planned leave.
• Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme.
• NHS Car Lease scheme and Cycle to Work scheme.
• An extensive range of learning and development opportunities.
• Discounts on restaurants, getaways, shopping, motoring, cinema and finance from a range of providers.

Detailed job description and main responsibilities

A full description of the role is available in the attachment: job description.

Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.

Working for the Trust

Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.

Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds.

Person specification

Education, Qualifications and Training

• GCSE Maths and English at grade C+ or equivalent
• Good written and spoken English
• Willingness to work towards Level 3 qualification
• Administrative qualification equivalent to NVQ Level 3 or equivalent experience

Experience and Knowledge Required

• Experience of working within a team
• Understanding of a range of work procedures and processes
• Experience of working to a high standard in a customer service environment
• Demonstrable knowledge of secretarial or administration procedures
• Previous administrative experience of at least one year
• Experience of dealing with confidential information
• Experience of working in the NHS

Skills and Attributes

• Good verbal and written communication skills
• Good interpersonal skills
• Ability to communicate with staff at all levels, including Consultant medical staff and senior administrative staff
• Ability to communicate effectively with all service users
• Good keyboard skills
• Good organisational skills

Aptitude and Personal Qualities

• Able to work as part of a team
• Able to work in a fast paced environment and remain calm during busy periods
• Able to show flexibility and adaptation to service requirements

Values & Behaviours

• Ability to demonstrate our organisational values and behaviours:

DBS Checks

Please be aware that all new employees starting work with us will be charged for the cost of their DBS check if it is required for the role. The cost will be deducted from your salary either in 1 payment or over a six month period once you start employment. By applying you are agreeing to this undertaking. If you are successful you will be asked to confirm if you wish to pay in one amount or in instalments.