North Staffordshire Combined Healthcare Trust

Admin and Clerical Assistant

The closing date is 10 September 2025

Job summary

***FOR NSCHT/UHNM/MPFT/ICB EMPLOYEES ONLY***

**PREVIOUS APPLICANTS NEED NOT APPLY**

We are looking for a motivated and enthusiastic individual to join our busy community Learning Disability Health Team. The post is a part-time, 22.50 hours per week, band 3 role, permanent contract, and will involve supporting both the city and county team, so some movement between the two bases may be required with prior notice.

The role will include covering the main reception desk, attending to calls and enquiries, liaison with partners and other organisations, booking clinics, and managing the referral and allocation processes. Monitoring waiting lists, logging new referrals and other associated admin and clerical tasks related to supporting a large and very busy multi-disciplinary team of professionals.

Our clinical area is Learning Disabilities and some experience in this clinical field would be advantageous and experience of Health or Social Care Services would also be beneficial.

The post holder needs to have good communication skills, be friendly and approachable, and also have a broad and competent range of IT skills. Be able to minute take and establish and maintain various excel spreadsheets and statistical records.

The role sits within an established service where there is a wider administration and clerical team who will offer support and guidance.

Main duties of the job

The role is to support the Administrative and Clerical function across the Corporate portfolio in order to provide seamless customer service to both internal and expternal customers. The role will work flexibly across the Corporate Portfolio, while holding a primary assignment

About us

As a Trust we remain bold and ambitious with plans for both service and system collaborative transformation over the coming years to improve the health and wellbeing of our local people through high quality care.

We pride ourselves onensuring our team has their wellbeing put first and as such provide a range of wellness opportunities including flexible working.

We are committed to the Greener NHS national ambition to becoming the world's first 'carbon net zero' national health system by 2045 (Greener NHS (england.nhs.uk). As part of this, sustainability is embedded in our strategy as one of our four key enablers. In order to deliver on this commitment, we recognise that we need a workforce that is as passionate as we are about achieving these goals, for the benefit of our service users, workforce, local communities and the planet alike. For 2024/2025, we have launched our "Proud to be Green" engagement campaign which is aligned to the targets set out in our Green Plan. As a Trust, you can be assured that we will commit to supporting you in working towards our net zero ambitions, set out in our Green Plan, through our sustainability programme".

The Trust is committed to ensuring that a diverse workforce is representative and inclusive at all levels. We would very much welcome applications from all under-represented groups including women, people with disabilities, people from global majority backgrounds, and those from the lesbian, gay, bi and trans communities.

Date posted

27 August 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

232-SPL-7345604-A

Job locations

Broom Street

Stoke-on-Trent

ST1 2EW

Job description

Job responsibilities

To provide admin support for the whole team and to have a general awareness of admin colleagues roles and responsibilities in order to provide basic cover if required

1. Providing and receiving routine information to inform work colleagues, patients, clients, carers, the public or other external contacts. In particular, this will involve: reception cover is a significant part of the role

Respond appropriately to requests for information

Act on correspondence referring to the appropriate person if required

Providing routine information to manager and colleagues

Answering routine queries from patients/clients/carers/colleagues/public or other external contacts

Preparation/completion of routine documents, including letters, reports, presentations and forms e.g. purchase order requisitions, photocopying, filing

Handling telephone queries including a shared responsibility for reception duties

Assisting patient/clients/relatives during incidental contacts

2.The role will require capacity to make decisions, which may require consideration of a range of options, such as:

Judgements on how to deal with enquiries, patient/carers/external contacts

Prioritising work, resolving conflicting diary appointments and schedules

3.Responsible for data entry, text processing or storage of data compiled by others, utilising paper or computer based data entry systems. Particular systems used in this role are detailed under Specialist/Technical requirements. It is probable that the role will require use of VDU equipment for a substantial proportion of time and does not require keyboard skills.

4.Understanding a range of routine work procedures some of which may fall outside of the immediate work area. In particular this will involve an understanding of and compliance with relevant deadlines and procedures legislation, procedures, schemes such as:

Confidentiality policy

Data protection

Clients at risk protocol

Governance policies

Team Standards of Practice

The use of Big Hand system and skills in auditory typing

5.Undertaking planning and organisation, of straightforward tasks, activities or programmes. This may include activities such as:

Typing reports, letters, training tools, team checklists

Dissemination of key information to teams

Ability to make entrys into Electronic Patient records

Managing staff files

Maintaining an effective bring forward system overseeing Team Training plans

Co-ordinate programmes of work (such as training schedules or the use of rooms, setting up of rooms)

Assist in ensuring that appropriate facilities are available for scheduled events

Awareness of colleagues roles in order to be able to offer basic cover when required

6.Responsible for maintaining audible stock control and/or security of stock, with particular emphasis on stationary but also extended to the management and control of other resources such as clinical/medical stock or projectors and laptops.

Receipt of goods

Maintaining stock levels

7.Provide advice, or demonstrate own activities or workplace routines to new or less experienced employees in own work area.

8.To undertake surveys or audits, as necessary to own work.

Job description

Job responsibilities

To provide admin support for the whole team and to have a general awareness of admin colleagues roles and responsibilities in order to provide basic cover if required

Respond appropriately to requests for information

Act on correspondence referring to the appropriate person if required

Providing routine information to manager and colleagues

Answering routine queries from patients/clients/carers/colleagues/public or other external contacts

Preparation/completion of routine documents, including letters, reports, presentations and forms e.g. purchase order requisitions, photocopying, filing

Handling telephone queries including a shared responsibility for reception duties

Assisting patient/clients/relatives during incidental contacts

2.The role will require capacity to make decisions, which may require consideration of a range of options, such as:

Judgements on how to deal with enquiries, patient/carers/external contacts

Prioritising work, resolving conflicting diary appointments and schedules

Confidentiality policy

Data protection

Clients at risk protocol

Governance policies

Team Standards of Practice

The use of Big Hand system and skills in auditory typing

5.Undertaking planning and organisation, of straightforward tasks, activities or programmes. This may include activities such as:

Typing reports, letters, training tools, team checklists

Dissemination of key information to teams

Ability to make entrys into Electronic Patient records

Managing staff files

Maintaining an effective bring forward system overseeing Team Training plans

Co-ordinate programmes of work (such as training schedules or the use of rooms, setting up of rooms)

Assist in ensuring that appropriate facilities are available for scheduled events

Awareness of colleagues roles in order to be able to offer basic cover when required

Receipt of goods

Maintaining stock levels

7.Provide advice, or demonstrate own activities or workplace routines to new or less experienced employees in own work area.

8.To undertake surveys or audits, as necessary to own work.

Person Specification

Qualifications

Essential

NVQ 3 or equivalent or willingness to work toward

Experience

Essential

Previous experience is required within Admin

Person Specification

Qualifications

Essential

NVQ 3 or equivalent or willingness to work toward

Experience

Essential

Previous experience is required within Admin

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.

Employer details

Employer name

North Staffordshire Combined Healthcare Trust

Address

Broom Street

Stoke-on-Trent

ST1 2EW

Employer's website

https://www.combined.nhs.uk/working-together/join-our-team/ (Opens in a new tab)

Employer details

Employer name

North Staffordshire Combined Healthcare Trust

Address

Broom Street

Stoke-on-Trent

ST1 2EW

Employer's website

https://www.combined.nhs.uk/working-together/join-our-team/ (Opens in a new tab)