Receptionist/Admin Clerk

NHS; Manchester; On-site; GBP 21,000 - 27,000; Full time

Job summary

Manchester University NHS Foundation Trust (MFT) is hiring for a ward reception/administrative role in the Neonatal Unit. You will greet parents and visitors, perform clerical duties, and help maintain accurate patient records in the EPR HIVE system.

The role emphasises accuracy, organisation, and proactive security awareness. The post requires strong communication and customer service skills, with the ability to work as part of a team and manage competing priorities in a busy clinical

Qualifications

• Minimum Level C GCSE English & Mathematics or equivalent.
• RSA Level 2 or NVQ Level 2 or equivalent.

Responsibilities

• Greet parents and visitors to ward, directing them as appropriate.
• Provide a range of administrative and clerical duties to the Neonatal Unit.
• Maintain/update patients’ records on the Trust's Electronic Patient Record HIVE system, ensuring accuracy; data collation for reports and submissions.
• Be proactive with security on the unit.

Skills

Clerical skills

Typing accuracy

Organisational skills

Time management

Effective communication

Customer service

Education

GCSE English & Mathematics

RSA Level 2 / NVQ Level 2 or equivalent

Job description

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You will need to be highly organised and have excellent communication and customer service skills. You will provide a complete range of reception and administrative services including data input. You will liaise with all levels of clinical and administrative staff and welcome all parents, carers and visitors to the ward.

The role is varied and challenging. You must enjoy working with the general public and be a team player. You will be able to use your own initiative, be flexible and able to prioritise your workload. A conscientious and pro-active approach is key to this role as well as a friendly personality and a mature and confident outlook.

Main duties of the job

Greet parents and visitors to ward, directing them as appropriate

To provide a range of administrative and clerical duties to the Neonatal Unit,

To be responsible for the maintenance/updating of patients’ records on the Trusts’ Electronic Patient Record HIVE system always ensuring accuracy of details. Data collation for reports and submission. Be proactive with Security on the unit

Working for our organisation

Manchester University NHS Foundation Trust (MFT) is the largest provider of specialist services, and our Oxford Road Campus in Manchester is the largest health academic campus in Europe. With 10 hospitals and a wide range of community services, we care for over 1 million people every year, and our team of over 30,000 people is at the heart of everything we do.
You’ll be working alongside colleagues from all backgrounds, supporting people from every walk of life, and learning something new every day. We believe that everyone should feel welcome, respected, and valued at work. You can bring your whole self to MFT, knowing that your unique perspective and experiences are celebrated here.
You’ll find that we’re committed to helping you grow - whether you want to develop new skills, progress in your career, or simply make a difference in your community. We offer equal opportunities for everyone, and we’ll support you with training, development, and a caring environment where your health, wellbeing, and safety matter.
Most importantly, you’ll be part of a team where working together and supporting each other is everything. You’ll make new friends, build strong relationships, and have a real voice in shaping the future of our Trust.
Please note that this is not a role that MFT will offer sponsorship for, so you will need to ensure you have your own ongoing right to work in the UK.
At MFT we’re All Here For You - every step of the way. Join us today.

Detailed job description and main responsibilities

We welcome applications from a wide range of backgrounds and experiences.
To help us manage applications fairly and give each one the time it deserves, our adverts may close early if we receive a high level of interest. Early applications are therefore encouraged.

Diversity Matters

MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, please contact the manager named below.

Use of Artificial Intelligence (AI) in your application

Here at Manchester University NHS Foundation Trust, we’re proud to be ALL HERE FOR YOU, for our patients, our communities, and each other.
As part of our commitment to fairness, transparency, and personal integrity, we ask all applicants to ensure that their job applications reflect their own experiences, skills, and motivations. While AI tools can support spelling, grammar, or formatting, we expect that the content of your application, especially personal statements and responses to role specific questions is written by you. This helps us get to know the real you and ensures that our recruitment process remains equitable and meaningful for everyone.

Thank you for helping us uphold the values that make our Trust a place where people belong, grow, and thrive. We look forward to receiving your application.

Disclosure and Barring Service (DBS) check

As part of our commitment to safeguarding patients and staff, many roles at Manchester University NHS Foundation Trust (MFT) require a Disclosure and Barring Service (DBS) check. This is a standard process across the NHS and helps us ensure a safe environment for everyone.

What is a DBS Check?

A DBS check is a background check that reveals any criminal convictions, cautions, reprimands, or warnings. The level of check required depends on the role:

Standard DBS : Checks for spent and unspent convictions, cautions, reprimands, and final warnings.

Enhanced DBS : Includes the above, plus any additional information held by local police that’s considered relevant to the role.

Enhanced with Barred Lists: Includes all of the above, plus checks against the children’s and/or adults’ barred lists.

Who Needs a DBS Check

Most roles involving direct patient contact, working with children or vulnerable adults, or access to sensitive information will require a DBS check. The job advert and recruitment team will let you know if this applies to your role.

The Costs for a DBS

At Manchester University NHS Foundation Trust (MFT), roles that require a DBS check are subject to a cost recovery policy. This means that the cost of submitting and processing a DBS application if you are successful and join us, will be deducted from your salary within the first three months of employment. If, however, you withdraw from a conditional offer after the DBS process has begun, you will still be liable for the cost incurred.

Candidates are also expected to register with the DBS Update Service which must be completed within 30 days of the certificate being issued. This helps streamline future employment checks and supports safer recruitment practices. For more information, please visit the DBS Update Service.

Person specification

Qualifications

• Minimum Level C GSCE English & Mathematics or equivalent
• Good standard of general education
• RSA Level 2 or NVQ Level or equivalent

Knowledge and Experience

• Previous experience of working with office systems and procedures
• Experience of working within a team and independently
• Good level of written and spoken English

Skills

• Clerical skills
• Accuracy of typing
• Ability to present information in a clear and logical manner – both written and verbal.
• Ability to demonstrate organisational skills including time management, prioritisation and the ability to complete a task.
• Ability to numerate: Stock keeping Time keeping
• To comprehend and work within the Trusts policies of data protection, confidentiality, equal opportunities and Health and Safety to meet the differing needs of patients
• Awareness of cultural diversity.

Employer certification / accreditation badges

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