Senior Admin Assistant

University Hospital of North Midlands NHS Trust; Stoke-on-Trent; On-site; GBP 22,000 - 27,000; Full time

Job summary

A leading healthcare institution in Stoke-on-Trent is seeking a Senior Admin Assistant to manage the booking and scheduling of investigations for the Heart and Lung Clinic. The ideal candidate should have administration experience in a health care setting, alongside strong communication and organizational skills. The role includes liaising with staff to ensure smooth operation, providing reception duties, and supporting a dynamic team in a fast-paced environment.

Benefits

Opportunities for professional development

Supportive team environment

Qualifications

• Previous administration duties in a health care setting.
• Able to work in a demanding and pressurised environment.

Responsibilities

• Assist with booking out-patient and in-patients appointments.
• Ensure all patient attendances are accurately recorded on Medway.
• Provide an efficient and effective Reception service to the Cardiology Department.

Skills

Communication skills

Adaptability

Organizational skills

Teamwork

Education

GCSE's

Job description

University Hospital of North Midlands NHS Trust

Senior Admin Assistant

The closing date is 25 November 2025

University Hospitals of North Midlands is currently unable to provide sponsorship for this role. This is in accordance with UKVI guidelines and legislation, as these roles do not meet the skill nor salary threshold for sponsorship. If you hold a graduate visa, you are welcome to apply for this role however it is important to note that UHNM will be unable to offer sponsorship at the end of your graduate visa, you must also have at least six months until your graduate visa expires at the start of your employment for training and operational reasons.

To provide and be responsible for the efficient and effective running of the office activities relating to the booking and scheduling of investigations for the Heart and Lung Clinic. In addition there will be waiting list management for the diagnostic investigations.

To work closely with reception and admin teams being their first line of contact where issues arise, endeavouring to resolve in the first instance before escalating to the Line Manager.

It is expected that the post holder will be flexible and show initiative in this role. This role is required to cover your counterparts in times of absence and to work as part of a team ensuring that all aspects of the diagnostic administration teams are covered.

Main duties of the job

To assist with booking out-patient and in-patients appointments, prioritising as necessary and ensuring wait times are adhered to in accordance with the Patient Access Policy.

Liaising with the appropriate staff to ensure correct information is collected for investigations performed and that all clinics are booked in full.

To act as a focal point for admin and reception staff.

About us

University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke-on-Trent and County Hospital in Stafford, we are proud to serve around three million people and we're highly regarded for our facilities, teaching and research. We are the specialist centre for major trauma for the North Midlands and North Wales.

All of our employees make a valuable contribution regardless of role here at UHNM and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential.

UHNM create and encourage a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected. In return we ask all of our employees to make a commitment to the values, co‑created by or staff, patients and carers, and that unite us as a Trust.

At University Hospitals of North Midlands NHS Trust we know that investing in, supporting and developing our staff has a direct impact on the quality of care that we deliver. Our employees are as important as our patients and the population that we serve.

Job responsibilities

Communicate work procedures within own team and other Departments to ensure that the needs of the service have been met.

Able to manage frequently changing operational requirements.

To ensure that all patient attendances are accurately recorded on Medway.

To enter data into and extract data from Medway as required.

To make and receive telephone calls, handling enquires competently and sensitively, taking clear messages, recognises urgencies and passing the messages on appropriately.

To ensure that all patients details are kept up to date and any anomalies rectified.

To locate correspondence to send to clinic as and when requested.

To undertake any further duties as required by the Team Leader / Operational Services Manager,

To provide an efficient and effective Reception service to the Cardiology Department, greeting visitors, patients and relatives, and dealing with them in a friendly and courteous manner when required.

To be responsible for the booking and affective running of investigations & clinics within Heart & Lung, ensuring clinics are opened and closed according to the rota.

To assist with booking out-patient and in-patients appointments, prioritising as necessary and ensuring wait times are adhered to in accordance with the Patient Access Policy.

Liaising with the appropriate staff to ensure correct information is collected for investigations performed and that all clinics are booked in full.

To act as a focal point for admin and reception staff.

Communicate work procedures within own team and other Departments to ensure that the needs of the service have been met.

To be able to work rotational across Royal Stoke/County Hospital if needed.

To be responsible for the collation of weekly activity and figures and to ensure it is passed on to the appropriate person, bringing to their attention any problems that may arise, i.e. long waiting times.

Able to manage frequently changing operational requirements.

Plan the rotas and duties for the administration team.

To ensure that all patient attendances are accurately recorded on Medway.

To enter data into and extract data from Medway as required.

To make and receive telephone calls, handling enquires competently and sensitively, taking clear messages, recognises urgencies and passing the messages on appropriately.

To ensure that all patients details are kept up to date and any anomalies rectified.

To organise and arrange the copying and collation of materials.

To locate correspondence to send to clinic as and when requested.

To understand and comply with all Department and Trust Procedures and Policies.

To undertake any further duties as required by the Team Leader/Operational Services Manager,

To provide an efficient and effective Reception service to the Cardiology Department, greeting visitors, patients and relatives, and dealing with them in a friendly and courteous manner when required.

Person Specification

Admin

• GCSE's
• Previous administration duties in a health care setting

Admin

• Administration/clerical background
• Able to work in a demanding and pressurised environment
• Previous administration duties in a health care setting

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

University Hospital of North Midlands NHS Trust