York and Scarborough Teaching Hospitals NHS Foundation Trust

Paediatric Outpatient Administrator

The closing date is 14 Rhagfyr 2025

Job summary

The successful candidate will start in Feb 2026.

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 have the ability to prioritise your workload, have excellent communication skills and be a creative thinker and multi-tasker 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 CPD 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 CPD using ERS.
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.
Respond sensitively to parents who may be worried, anxious or distressed

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 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.

Date posted

28 Tachwedd 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

419-7641923-OA-FH

Job locations

Scarborough Hospital

Woodlands Drive

Scarborough

YO12 6QL

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

Education

Essential

GCSE Maths and English at grade C+ or equivalent
Good written and spoken English
Willingness to work towards Level 3 qualification

Desirable

Administrative qualification equivalent to NVQ Level 3 or equivalent experience

Experience

Essential

Experience of working within a team
Understanding of a range of work procedures and processes
Experience of working to a high standard in a customer service environment
Demonstrable knowledge of secretarial or administration procedures

Desirable

Previous administrative experience of at least one year
Experience of dealing with confidential information
Experience of working in the NHS

Skills

Essential

Good verbal and written communication skills
Ability to communicate with staff at all levels, including Consultant medical staff and senior administrative staff
Ability to communicate effectively with all service users
Good keyboard skills
Able to show flexibility and adaptation to service requirements
Able to work in a fast paced environment and remain calm during busy periods

Desirable

Good organisational skills

Person Specification

Education

Essential

GCSE Maths and English at grade C+ or equivalent
Good written and spoken English
Willingness to work towards Level 3 qualification

Desirable

Administrative qualification equivalent to NVQ Level 3 or equivalent experience

Experience

Essential

Experience of working within a team
Understanding of a range of work procedures and processes
Experience of working to a high standard in a customer service environment
Demonstrable knowledge of secretarial or administration procedures

Desirable

Previous administrative experience of at least one year
Experience of dealing with confidential information
Experience of working in the NHS

Skills

Essential

Good verbal and written communication skills
Ability to communicate with staff at all levels, including Consultant medical staff and senior administrative staff
Ability to communicate effectively with all service users
Good keyboard skills
Able to show flexibility and adaptation to service requirements
Able to work in a fast paced environment and remain calm during busy periods

Desirable

Good organisational skills

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

Scarborough Hospital

Woodlands Drive

Scarborough

YO12 6QL

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

Scarborough Hospital

Woodlands Drive

Scarborough

YO12 6QL

Employer's website

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