Receptionist/Clerical Officer

Transformation Unit; Sheffield; Hybrid; GBP 23,000 - 28,000; Full time

Job summary

Sheffield Teaching Hospitals NHS Foundation Trust is seeking a Receptionist/Clerical Officer based at Royal Hallamshire Hospital and Northern General Hospital in Sheffield. The role requires a proactive receptionist with GCSEs and NHS/public-facing experience, proficient in MS Office and data handling.

You will manage appointments, provide admin support, and maintain records in a busy research and clinical environment, ensuring confidentiality and quality service for participants and staff.

Qualifications

• GCSE English and Maths at Level 4/C or equivalent.
• NVQ II in Business Administration/Customer Service/IT.
• Experience in office environment and public-facing roles.

Responsibilities

• Serve as first point of contact for participants, visitors and staff.
• Manage appointments and attendance using the CRF booking system.
• Provide comprehensive administrative support including data entry and records.
• Maintain study documentation and department databases.
• Order and monitor stock and coordinate meetings and travel.

Skills

Reception experience

Public facing

Communication skills

Organisational skills

Prioritisation

Education

GCSE English

GCSE Maths

NVQ II in Business Administration

NVQ II in Customer Service

NVQ II in IT

Tools

Outlook

Excel

Word

Infoflex

59R Software

PAS

SystmOne

Job description

Employer Sheffield Teaching Hospitals NHS Foundation Trust Employer type NHS Site Cross site vacancy - based at Royal Hallamshire Hospital and Northern General Hospital Town Sheffield Salary £25,272 pa/pro rata for part time staff Salary period Yearly Closing 20/10/2026 23:59 Interview date 04/11/2026

Receptionist/Clerical Officer

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

Applications are invited from motivated and enthusiastic individuals to join the NIHR Clinical Research Facilities (CRF):Sheffield team based at the Royal Hallamshire Hospital and Northern General Hospital, Sheffield.

The successful candidate will have experience working within an office or reception environment and be educated to GCSE level (or equivalent) in English and Maths. Previous experience in a public-facing role is essential, along with proficiency in Microsoft Office applications.

You will be able to work effectively in a busy environment, demonstrating a methodical and organised approach to your work. Strong communication skills, both written and verbal, are essential, as is the ability to work collaboratively as part of a team.

The ideal candidate will have proven experience of managing and prioritising workloads, meeting tight deadlines, and maintaining a high standard of accuracy while working under pressure. A proactive attitude and commitment to providing excellent administrative and customer service support will be key to success in this role.

Main duties of the job

Acting as the first point of contact for research participants, visitors and staff, providing a professional and welcoming reception service.

Managing participant appointments, bookings and attendance using the CRF booking and scheduling system.

Providing comprehensive administrative support, including correspondence, data entry, document management and record keeping.
Handling telephone, email and face-to-face enquiries in a timely and professional manner.

Maintaining accurate study documentation, service records and departmental databases.

Ordering and monitoring clinical and non-clinical stock, processing deliveries and maintaining supplies.

Coordinating meetings, room bookings, travel arrangements and other operational activities.

Managing incoming and outgoing post, filing systems and general office administration.

Supporting initiatives that enhance the experience of research participants and visitors.

Working collaboratively with colleagues across the Clinical Research Facilities and wider Trust.

Ensuring compliance with confidentiality, data protection, health and safety, and other Trust policies and procedures.

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.

Detailed job description and main responsibilities

Please view the attached Job Description and Person Specification documents for full details regarding this post.

Person specification

Education and Qualifications

• GCSE at Grade 4/C 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 / SystmOne (area specific software)

Skills and Knowledge

• 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 .

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.