York and Scarborough Teaching Hospitals NHS Foundation Trust

Administrative Assistant

The closing date is 06 November 2025

Job summary

We have a fantastic opportunity at Malton Hospital Outpatients/Medical Records Department for a Band 3 Administrative Assistant.

This post is centered on the Outpatients activity within the department, managing room bookings, uploading referrals, booking appointments, dealing with clinic cancellations and preparing Medical Records for clinics.

This post is essential to the effective running of the department.

You will need excellent communication and organisational skills, and be willing to learn and develop new skills. You will need to be able to demonstrate the ability to work independently, and be willing to be adaptable and flexible to meet the needs of this very busy department.

We are looking for a colleague who is positive, approachable, friendly, and able to work as part of a team, but also shows initiative and has a flexible and patient centred approach.

Main duties of the job

Knowledge/awareness of confidential information and record keeping.
Providing administrative support for the team.
Dealing with enquiries from other healthcare professionals and patients via email / phone / in person.
General administration to support the smooth running of the service.
To use the Trust's CPD (Core Patient Database) system and other data bases for which full training will be provided.

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 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.

Trust Information Pack:https://yorkhospitals.pagetiger.com/hdjgxd

Date posted

23 October 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

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

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

419-7534059-AA-O

Job locations

Malton Hospital

Middlecave Road

Malton

YO17 7NG

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 you 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 you 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

Skills

Essential

Able to organise and prioritise own workload
Good communication skills on the telephone and face-to-face
Excellent interpersonal skills
Able to function effectively as part of a team
Attention to detail/ability to record accurate data

Knowledge, Training & Experience

Essential

Educated to GCSE Level or equivalent. Maths and English at C or above - or equivalent qualification/demonstrable experience.
Previous clerical experience and knowledge equivalent to NVQ 3 Level
Experience of working with Microsoft packages
Understanding a range of work procedures and processes

Desirable

Previous Office/Administrative experience in an NHS environment
Experience of dealing with confidential information or using patient administrative systems
Experience of processing Outpatient appointments
Experience of working in a receptionist capacity
Experience of numerical filing sequences or working within a medical records environment

personal attributes

Essential

Self disciplined/motivated to function independently
Methodical and highly organised
Willingness to work flexibly in an environment with changing demands and priorities

Person Specification

Skills

Essential

Able to organise and prioritise own workload
Good communication skills on the telephone and face-to-face
Excellent interpersonal skills
Able to function effectively as part of a team
Attention to detail/ability to record accurate data

Knowledge, Training & Experience

Essential

Educated to GCSE Level or equivalent. Maths and English at C or above - or equivalent qualification/demonstrable experience.
Previous clerical experience and knowledge equivalent to NVQ 3 Level
Experience of working with Microsoft packages
Understanding a range of work procedures and processes

Desirable

Previous Office/Administrative experience in an NHS environment
Experience of dealing with confidential information or using patient administrative systems
Experience of processing Outpatient appointments
Experience of working in a receptionist capacity
Experience of numerical filing sequences or working within a medical records environment

personal attributes

Essential

Self disciplined/motivated to function independently
Methodical and highly organised
Willingness to work flexibly in an environment with changing demands and priorities

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

Malton Hospital

Middlecave Road

Malton

YO17 7NG

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

Malton Hospital

Middlecave Road

Malton

YO17 7NG

Employer's website

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