Support Colposcopy Administrator

Walsall Healthcare; Walsall; On-site; GBP 26,000 - 27,000; Part time

Benefits offered by this job

NHS Pension

Staff accommodation where available

Job summary

Walsall Healthcare NHS Trust is seeking a part-time Colposcopy Administrator (AfC Band 3) to support the colposcopy service at Manor Hospital, Walsall. The role is 20 hours per week with duties including admin support, appointment management, and liaison with clinical staff.

You will need good organisational skills, experience with CareFlow and dictation software, and excellent communication in English. The Trust offers NHS pension and development opportunities.

Qualifications

• GCSE Math and English or equivalent.
• Experience in NHS settings and with patient interactions.
• Strong administrative and organisational skills.

Responsibilities

• Support the Colposcopy Medical Secretary/Administrator with day-to-day management of the service.
• Ensure patients receive positive, courteous and helpful support.
• Respond to patient and community enquiries.
• Attend MDT meetings.
• Type clinical correspondence including letters to patients.
• Book appointments and manage clinics for the Nurse-led Urogynaecology service.

Skills

Organisational skills

Excellent communication

Telephone manner

English language

Education

GCSE Math and English

Tools

CareFlow

Dragon dictation

Microsoft Office

Job description

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Main area Administration Grade NHS AfC: Band 3 Contract Permanent: 20 hours per week Hours Part time - 20 hours per week (Days/hours TBC) Job ref 407-WCCSS-8321403

Site Manor Hospital Walsall Town Walsall Salary £25,760 - £27,476 pro rata Salary period Yearly Closing 26/10/2026 08:00

Walsall Manor Hospital is a busy district general hospital offering compete range of acute services. The Trust primarily serves the immediate population of Walsall with some patients requiring more specialised treatment at other, neighbouring Trusts. The Trust continues to invest in its facilities and services, supporting high-quality care for the communities it serves.

This role offers the opportunity to work within our integrated care model, contributing to high-quality services that help people remain independent in their own homes and communities.

We are committed to investing in our workforce and creating an environment where colleagues can learn, contribute and develop. Our new Urgent Emergency Care Centre, opened in March 2023, demonstrates our ongoing investment in facilities and services.

As an employee, you’ll benefit from an attractive salary and comprehensive benefits package (detailed in Employer Description above), plus access to NHS pension arrangements and staff accommodation where available.

Walsall Healthcare NHS Trust is proud to be part of the Armed Forces Covenant, currently holding the Bronze Award, underlining our commitment to supporting the Armed Forces Community.

RESPECT – COMPASSION – TEAMWORK – PROFESSIONALISM

Job overview

Support Colposcopy Administrator

AfC Band 3 post - 20 Hours

The Gynaecology service is looking to recruit an enthusiastic, self-motivated administrator to complement our existing friendly team. Your involvement in our team will help fulfil our commitment to delivering a comprehensive, medical audio and word-processing service to the clinical team within the Colposcopy service.

You will have good organisational skills and be able to manage your workload effectively. It is desirable for you to be competent in using Careflow and Dragon dictation software

We require good communication skills and an excellent telephone manner and professionalism is expected within this role at all times. You will have a good command of the English language with the ability to understand and accurately convey verbal and written information.

Main duties of the job

Support the Colposcopy Medical Secretary/Administrator with day-to-day management of the service.

Ensure patients receive positive, courteous and helpful support.

Work with colposcopy medical staff and nurse colposcopists to ensure queries are dealt with effectively.

Respond to patient and community enquiries.

Maintain knowledge of the NHS Cervical Screening Programme and referral pathways.

Manage Direct Referrals ensuring appointments meet National Colposcopy Standards.

Attend MDT meetings.

Ensure information entered onto database is robust, accurate and complete.

Liaise with departments, GP practices and hospitals to obtain required information.

Act as first point of contact for patients regarding appointments and results.

Ensure results and follow-up appointments are issued appropriately.

Monitor non-attendance and ensure required notifications are made.

Type clinical correspondence including letters to patients

Support service reports, audits and data collection.

Attend training and maintain knowledge of new developments.

Support colposcopy fail-safe processes and quality assurance activities.

To book appointments and manage clinics for the Nurse-led Urogynaecology service

Working for our organisation

Walsall Healthcare NHS Trust The Trust directly employs more than 4,000 staff making it one of the largest employers in Walsall. We are an integrated Trust and the only provider of NHS acute care in Walsall, providing inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor Hospital houses the full range of district general hospital services under one roof.

We provide high quality, friendly and effective community health services from some 60 sites including Health Centres and GP surgeries. Covering Walsall and beyond, our multidisciplinary services include rapid response in the community and home-based care, so that those with long-term conditions and the frail and elderly, can remain in their own homes to be cared for wherever appropriate.

The hospital site was redeveloped between 2007 and 2010 and has 550 acute beds. It also comprises of outpatient, diagnostic and treatment facilities for short stay cases whilst the upgraded older building provides emergency care.

Over the last 12 months more than £50m has been invested in healthcare services across the hospital’s estate which includes two new, state-of-the-art MRI scanners, the creation of a new 22 bedded Intensive Care Unit and a new Obstetric Theatre and expansion of the Neonatal Unit

Detailed job description and main responsibilities

Support the Colposcopy Medical Secretary/Administrator with day-to-day management of the service.

Ensure patients receive positive, courteous and helpful support.

Work with colposcopy medical staff and nurse colposcopists to ensure queries are dealt with effectively.

Respond to patient and community enquiries.

Maintain knowledge of the NHS Cervical Screening Programme and referral pathways.

Manage Direct Referrals ensuring appointments meet National Colposcopy Standards.

Attend MDT meetings.

Ensure information entered onto database is robust, accurate and complete.

Liaise with departments, GP practices and hospitals to obtain required information.

Act as first point of contact for patients regarding appointments and results.

Ensure results and follow-up appointments are issued appropriately.

Monitor non-attendance and ensure required notifications are made.

Type clinical correspondence including letters to patients

Support service reports, audits and data collection.

Attend training and maintain knowledge of new developments.

Support colposcopy fail-safe processes and quality assurance activities.

To book appointments and manage clinics for the Nurse-led Urogynaecology service

Person specification

Qualification

• Pass at GSCE Math and English or equivalent

Experience

• Excellent knowledge of the full range of Microsoft Office Programmes (i.e. Word/Outlook/Excel/PowerPoint)
• Experience of using Hospital patient management systems (e.g.Care Flow)
• At least 1 year in NHS within last 2 years

Skills

• Excellent interpersonal and communication skills

Knowledge

• Knowledge of medical terminology and secretarial procedures

Please note your application will be transferred from the NHS Jobs system to the internal Walsall Healthcare Trac System. All correspondence will be sent via Trac.

Sponsorship and Visas

We welcome applications from all candidates with the right to work in the UK, including those on Health and Care Visas, Graduate Visas, or other valid permissions. All candidates will be considered on equal terms.

This Trust currently recruits successfully from the domestic labour market and has a sufficient pool of suitably qualified candidates for Band 3 roles. Visa sponsorship is therefore not available for this role currently. Candidates who already hold the right to work in the UK, including those on an existing Health and Care Visa, Graduate Visa, or any other valid permission are welcome to apply and will be considered on equal terms. This position is reviewed regularly in line with Home Office guidance. Right to work will be verified at each stage of the recruitment and monitored throughout employment. All candidates who are offered a position will be required to provide evidence of their right to work in the UK as part of the pre-employment checks process. Where a candidates' right to work is derived from another person’s immigration permission, the Trust will discuss the implications of this with the candidate before a permanent post is confirmed, to ensure that both parties understand the terms on which employment can be sustained.

Recruitment and Selection Approach

In line with best practice and regulatory guidance, our selection process is fair, consistent and based on your ability to perform the role, contribute to the organisation and your potential for development.

What to expect:

Application screening: Your application will be reviewed against the person specification

Interview: Typically, a panel interview with competency‑based and values‑based questions

Assessment: Role-dependent assessments may include practical tasks or presentations

Timeline: We aim to complete the process within 47 days of the closing date. Recruitment Journey is attached to all live vacancies.

We are committed to making reasonable adjustments for disabled candidates at any stage. Please contact us to discuss your needs.

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.

Application numbers

Please note this vacancy may close early due to high volume of applications