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York and Scarborough Teaching Hospitals NHS Foundation Trust

Paediatric Outpatient Administrator

The closing date is 20 July 2025

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Job summary

This is a patient facing role and the successful candidate must be able to demonstrate the ability to work well under pressure and manage their time and workload effectively as you will be working in a busy children's clinic environment which can sometimes be noisy.Although your work will be guided you must be able to work unsupervised, using your own initiative and be able to respond quickly and efficiently. This role requires you to have an empathetic nature as you will encounter anxious children/families/carers.

As a focused individual, you will need to be organised and have the ability to prioritise your workload, have excellent communication skills and be a creative thinker and multitasker who is able to effectively problem solve and meet tight deadlines. You will have the ability to work as part of a friendly and supportive team working to achieve common goals.

We would welcome any telephone/email enquiries prior to application .

Main duties of the job

  • Action appointments from worklist.
  • Action appointment requests on electronic database from clinicians and consultants.
  • Change, cancel or amend appointments as required whilst following various booking rules.
  • Ensuring clinics are appropriately utilised.
  • Expedition of referrals.
  • Maintain clinic room bookings.
  • Manage electronic worklists.
  • Add, end and re-open referrals on electronic database
  • Escalate issues to appropriate manager/clinician.
  • Meet and greet parents/children asking relevant screening questions.
  • Receive enquiries via telephone, email, text or fact to face from internal and external parties.

About us

Our benefits

We offer a range of benefits to support our staff including:

  • Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants
  • 27 days holiday rising to 33 days (depending on NHS Trust service)
  • A variety of different types of paid and unpaid leave covering emergency and planned leave
  • Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme
  • NHS Car Lease scheme and Cycle to Work scheme
  • An extensive range of learning and development opportunities
  • Discounts on restaurants, getaways, shopping, motoring, cinema and finance from a range of providers

For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.

Details

Date posted

04 July 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

419-7319624-PAO-FH

Job locations

York Hospital

Wigginton Road

York

YO31 8HE


Job description

Job responsibilities

A full description of the role is available in the attachment: job description.

Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.

Working for the Trust

Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.

Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: yhs-tr.recruitment@nhs.net.

As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.

Armed Forces Friendly Employer

We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.

Job description

Job responsibilities

A full description of the role is available in the attachment: job description.

Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.

Working for the Trust

Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.

Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: yhs-tr.recruitment@nhs.net.

As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.

Armed Forces Friendly Employer

We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.

Person Specification

Education, Qualifications and Training

Essential

  • oGCSE Maths and English at grade C+ or equivalent
  • oGood written and spoken English
  • oWillingness to work towards Level 3 qualification

Desirable

  • oAdministrative qualification equivalent to NVQ Level 3 or equivalent experience

Experience and Knowledge Required

Essential

  • oExperience of working within a team
  • oUnderstanding of a range of work procedures and processes
  • oExperience of working to a high standard in a customer service environment
  • oDemonstrable knowledge of secretarial or administration procedures

Desirable

  • oPrevious administrative experience of at least one year
  • oExperience of dealing with confidential information
  • oExperience of working in the NHS

Skills and Attributes

Essential

  • oGood verbal, written communication skills and good interpersonal skills
  • oAbility to communicate with staff at all levels, including Consultant medical staff and senior administrative staff
  • oAbility to communicate effectively with all service users

Desirable

  • oGood organisational skills

Aptitude and Personal Qualities

Essential

  • oAble to work as part of a team
  • oAble to work in a fast paced environment and remain calm during busy periods
  • oAble to show flexibility and adaptation to service requirements
Person Specification

Education, Qualifications and Training

Essential

  • oGCSE Maths and English at grade C+ or equivalent
  • oGood written and spoken English
  • oWillingness to work towards Level 3 qualification

Desirable

  • oAdministrative qualification equivalent to NVQ Level 3 or equivalent experience

Experience and Knowledge Required

Essential

  • oExperience of working within a team
  • oUnderstanding of a range of work procedures and processes
  • oExperience of working to a high standard in a customer service environment
  • oDemonstrable knowledge of secretarial or administration procedures

Desirable

  • oPrevious administrative experience of at least one year
  • oExperience of dealing with confidential information
  • oExperience of working in the NHS

Skills and Attributes

Essential

  • oGood verbal, written communication skills and good interpersonal skills
  • oAbility to communicate with staff at all levels, including Consultant medical staff and senior administrative staff
  • oAbility to communicate effectively with all service users

Desirable

  • oGood organisational skills

Aptitude and Personal Qualities

Essential

  • oAble to work as part of a team
  • oAble to work in a fast paced environment and remain calm during busy periods
  • oAble to show flexibility and adaptation to service requirements

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Additional information

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

York and Scarborough Teaching Hospitals NHS Foundation Trust

Address

York Hospital

Wigginton Road

York

YO31 8HE


Employer's website

https://www.yorkhospitals.nhs.uk (Opens in a new tab)

Employer details

Employer name

York and Scarborough Teaching Hospitals NHS Foundation Trust

Address

York Hospital

Wigginton Road

York

YO31 8HE


Employer's website

https://www.yorkhospitals.nhs.uk (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Child Health Outpatient Manager

Charlotte Brown

charlotte.brown72@nhs.net

01723385365

Details

Date posted

04 July 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

419-7319624-PAO-FH

Job locations

York Hospital

Wigginton Road

York

YO31 8HE


Supporting documents

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