Gloucestershire Health and Care NHS Foundation Trust

Administrative Officer

The closing date is 30 October 2025

Job summary

This role is offered on a permanent basis. The hours are part-time, 18.75 hours per week.

The NHS Gloucestershire Talking Therapies Administration Hub takes all referrals from patients wishing to access Talking Therapies in Gloucestershire. The team process referrals from professionals and also self-referrals from patients both over the phone and online. They book patients into appointments, manage patient letters and provide the first point of contact for patient queries. The Administrative Officer provides day to day supervision of the team, ensuring the smooth running of the team's core functions and supported the Operational Lead to progress key developments within the team.

Main duties of the job

The Administrative Officer communicates with a wide variety of people from within the team, within the wider service and the general public. The role involves supervising junior administrative staff. Collecting and interpreting data to inform the team's development. Monitoring waiting lists and ensuring processes and procedures are carefully followed ensuring quality of work delivered by the team. Monitoring of inboxes and minute taking at service-wide meetings.

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

About us

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

Date posted

17 October 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year per annum (pro rata)

Contract

Permanent

Working pattern

Part-time, Job share

Reference number

327-25-881

Job locations

Eastgate House

121-131 Eastgate Street

Gloucester

GL1 1PX

Job description

Job responsibilities

Communication & Record-Keeping: Engage with diverse individuals on various matters, maintaining accurate records in line with Trust policies.
Information Handling: Share complex and sensitive information with tact and diplomacy.
Staff Supervision: Support and guide junior administrative staff professionally.
HR Duties: Assist with recruitment, appraisals, and supervision
Data Management: Maintain patient data systems, process referrals, and manage clinical documentation.
System Maintenance: Support countywide data capture and ensure waiting list/discharge processes meet service specifications.
Health & Safety: Follow procedures to minimise risks and report incidents.
Service Improvement: Suggest and implement changes to improve service delivery.
Teamwork & Quality: Prioritise workload, maintain high standards, and support team effectiveness.
Equality & Diversity: Promote dignity, respect, and report discriminatory behaviour.
Administrative Duties: Perform senior office tasks including correspondence, appointment booking, diary management, and resource planning.
Reporting & Analysis: Create formal reports and manage routine data collection.
Customer Service: Handle queries from patients, referrers and the general public.

This role is not eligible for sponsorship as per the Governments UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas

Job description

Job responsibilities

Communication & Record-Keeping: Engage with diverse individuals on various matters, maintaining accurate records in line with Trust policies.
Information Handling: Share complex and sensitive information with tact and diplomacy.
Staff Supervision: Support and guide junior administrative staff professionally.
HR Duties: Assist with recruitment, appraisals, and supervision
Data Management: Maintain patient data systems, process referrals, and manage clinical documentation.
System Maintenance: Support countywide data capture and ensure waiting list/discharge processes meet service specifications.
Health & Safety: Follow procedures to minimise risks and report incidents.
Service Improvement: Suggest and implement changes to improve service delivery.
Teamwork & Quality: Prioritise workload, maintain high standards, and support team effectiveness.
Equality & Diversity: Promote dignity, respect, and report discriminatory behaviour.
Administrative Duties: Perform senior office tasks including correspondence, appointment booking, diary management, and resource planning.
Reporting & Analysis: Create formal reports and manage routine data collection.
Customer Service: Handle queries from patients, referrers and the general public.

Person Specification

Qualifications

Essential

NVQ level 3 in administration or equivalent
Good numeracy and literacy skills
International Certificate of Digital Literacy or Equivalent

Experience

Essential

Experience of working unsupervised in a busy administrative office environment
Working knowledge of Microsoft Office applications

Desirable

Experience in information analysis and provision of reports

Knowledge

Essential

Proven experience of supervising staff

Desirable

Management or supervisory qualification

Person Specification

Qualifications

Essential

NVQ level 3 in administration or equivalent
Good numeracy and literacy skills
International Certificate of Digital Literacy or Equivalent

Experience

Essential

Experience of working unsupervised in a busy administrative office environment
Working knowledge of Microsoft Office applications

Desirable

Experience in information analysis and provision of reports

Knowledge

Essential

Proven experience of supervising staff

Desirable

Management or supervisory qualification

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

Gloucestershire Health and Care NHS Foundation Trust

Address

Eastgate House

121-131 Eastgate Street

Gloucester

GL1 1PX

Employer's website

https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)

Employer details

Employer name

Gloucestershire Health and Care NHS Foundation Trust

Address

Eastgate House

121-131 Eastgate Street

Gloucester

GL1 1PX

Employer's website

https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)