York and Scarborough Teaching Hospitals NHS Foundation Trust

Administrative Co-ordinator

The closing date is 03 August 2025

Job summary

An exciting opportunity has arisen for a motivated, enthusiastic and reliable individual to join the Pain Management Team at York Teaching Hospital.

We are looking for someone to undertake the role of Administrative Co-ordinator on a permanent basis. This is an ideal opportunity for the successful candidate to gain experience or further their knowledge in a Band 4 supervisory role amongst a supportive team and management structure.

Exceptional secretarial / administrative skills are essential and previous experience in an NHS outpatient role would be an advantage.

The successful candidate will be required to work well under pressure and demonstrate the ability to prioritise the demands of a busy service and manage their time and workload effectively workloads with a flexible, patient-centred approach.

Main duties of the job

The post will provide a varied and interesting workload including but not limited to these key areas:

To take a lead role in managing the clinics for our Pain Management outpatient appointments, in accordance with Government Access targets.
Monitor, maintain and update electronic worklists and ensure that all tasks are being actioned in a timely manner, and to escalate where appropriate, any patients who will breach the maximum booking requirements for the specialty.
Monitor clinician annual leave/absences and adjust clinic templates accordingly.
Be responsible for setting up new clinics by liaising with our Pain Service clinical colleagues, outpatient services and clinic managers.
Produce reports and other documents as required to analyse worklists and provide information to the management team.
Develop and maintain appropriate internal written working practices, ensuring that relevant Trust Policies are followed and implemented within the designated area of responsibility.
Manage incoming email tasks and delegate to the team.
Be responsible for the day-to-day supervision, co-ordination and line management of the administrative and clerical staff within the designated area of responsibility.

Please feel free to contact the Service Manager for an informal chat about this role.

About us

To find out more about what it is like to work for our Trust please visit the following link:

https://yorkhospitals.pagetiger.com/hdjgxd

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 through a range of provider

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

Date posted

18 July 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

419-7331390-AC-SY

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.

Armed Forces Friendly Employer

Person Specification

Qualifications

Essential

Educated to NVQ Level 4/5, BTEC Level Higher National Diploma & Certificate (HND/C) or equivalent level
Word processing and computer literacy skills to RSA3/NVQ3 level

Desirable

ECDL Qualification

Personal Attributes

Essential

Self-disciplined/motivated to function independently, but also able to motivate others

Skills

Essential

Able to organise and prioritise both own workload and that of others as required
Ability to practice delegation, negotiation and motivation skills
Possess a range of developed communication skills
Able to function effectively as part of a team

Desirable

Experience of managing organisational change within a team e.g. restructures, changes to job requirements.

Person Specification

Qualifications

Essential

Educated to NVQ Level 4/5, BTEC Level Higher National Diploma & Certificate (HND/C) or equivalent level
Word processing and computer literacy skills to RSA3/NVQ3 level

Desirable

ECDL Qualification

Personal Attributes

Essential

Self-disciplined/motivated to function independently, but also able to motivate others

Skills

Essential

Able to organise and prioritise both own workload and that of others as required
Ability to practice delegation, negotiation and motivation skills
Possess a range of developed communication skills
Able to function effectively as part of a team

Desirable

Experience of managing organisational change within a team e.g. restructures, changes to job 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.

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)