Herefordshire and Worcestershire Health and Care NHS Trust

Administrator - Paediatric OT & Physiotherapy Service

The closing date is 24 October 2025

Job summary

This is full time post.

Due to the transformation of our services, we are recruiting for an enthusiastic and proactive administrator to join and enhance our team, providing outstanding care for patients across Worcestershire.

A willingness to learn and expand your skills will be positively encouraged and we will provide you with resources to develop and progress a long-term career.

Contracted hours and working pattern per week: 37.5 hours over 5 days, Monday Friday is preferred; however this can be discussed if less hours / working days are preferred, minimum of 30 hours per week over 4-5 days.

Working location will be The Beacon Centre, Worcester and will include front facing reception duties and therefore we are unable to accommodate working from home requests. Working across multiple sites may be required to cover leave and sickness of other admin staff.

If you would like to discuss informally if this is the right role for you, get in touch with Recruiting Manager which can be found on the top right-hand side of the advert.

Please note the Trust is unable to provide sponsorship to work for this role, to apply you must have current right to work in the UK status.

Main duties of the job

The successful candidate will need to have significant proven experience working within a busy team, demonstrate a flexible approach, and have the ability to stay calm and always work professionally.

As a highly organised individual you will need the ability to prioritise and organise work so that tasks are completed in a timely manner following agreed processes and always have the best interest of the patient at the centre of everything you do. You also need to be willing to work with senior management to improve and support the implementation of change when needed.

It is essential that you are proficient in IT skills including knowledge of the Microsoft Office Packages along with excellent communication and interpersonal skills. You will be answering the phone and taking messages, dealing with patient appointments, arranging and booking clinics, general admin duties which include photocopying, filing, diary management. You may be asked to cover at another base occasionally to cover for leave/absence.

You will also be trained to do administration tasks for both Paediatric Occupational Therapy and Physiotherapy teams.

About us

At Herefordshire and Worcestershire Health and Care NHS Trust, we are working together to deliver outstanding care. We run community hospitals and community health services across Worcestershire and provide mental health and learning disability services across both Herefordshire and Worcestershire.

Our people (all 4500+ of them) provide services for people of all ages, experiencing both physical and/or mental health conditions from over 100 sites.

We will support you to thrive; offer flexible working options for a great work-life balance, help you fulfil your ambitions, and empower you to make positive changes within your team or service. We value diversity and encourage applications from people of all backgrounds, cultures, and ethnicities.

What we offer;

27 days leave plus bank holidays, increasing up to 33 days with long service
Generous NHS pension and enhanced pay when you work unsocial hours
Flexible and agile working opportunities
Great maternity, paternity, and adoption support
Wide range of supportive staff networks
Health and wellbeing opportunities

If you would like to know more, please visit our website.

We encourage you to read the attached applicant guidance notes.

Sharing your data - As a data controller we may sometimes need to process your data to pursue our legitimate business interests, for example to request a survey from you (optional), to support the Trusts understanding of where you gained interest in working for the Trust.

Date posted

08 October 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

C9798-1727

Job locations

The Beacon Centre

Carnforth Drive

Worcester

WR4 9HG

Job description

Job responsibilities

Undertake administration/secretarial duties that are specific to the role.

Monitor diaries as required, making appropriate arrangements to resolve conflicting diary appointments e.g. booking venues, cancelling clinics etc

Provide admin support to clinical staff, including the preparation and finalisation of clinical letters and reports.

Answer/deal with telephone enquiries in a tactful and professional manner, recording any messages efficiently.

Manage and prioritise own workload effectively.

Be a flexible and supportive member of the team, providing cover during staff absences or during times when there is high demand for administrative support, this could include other bases if required.

For full details of the duties and criteria for the role please refer to the job description and person specification attached.

Job description

Job responsibilities

Undertake administration/secretarial duties that are specific to the role.

Monitor diaries as required, making appropriate arrangements to resolve conflicting diary appointments e.g. booking venues, cancelling clinics etc

Provide admin support to clinical staff, including the preparation and finalisation of clinical letters and reports.

Answer/deal with telephone enquiries in a tactful and professional manner, recording any messages efficiently.

Manage and prioritise own workload effectively.

For full details of the duties and criteria for the role please refer to the job description and person specification attached.

Person Specification

Qualifications

Essential

Educated to vocational level 3 in Business Administration.
Or
Educated to vocational level 2 with NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post.
I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.

Experience

Essential

Recent, relevant
Administrative/Secretarial experience.

Desirable

Previous relevant NHS experience

Additional Criteria

Essential

Ability to meet the travel requirements of the role.
Willingness to commit to continuing professional development.
Professional manner as a representative of the Trust.
Tact and discretion for dealing with confidential information.
You understand that we will not provide sponsorship to work for this role.

Skills and Abilities

Essential

Ability to challenge poor behaviour.
Role modelling good behaviour.
A positive attitude and able to act on feedback.
Ability to praise and be supportive to others.
Ability to communicate clearly and effectively in English in both verbal and written formats.
Intermediate IT skills. These will be tested at interview.
Numeracy.
Accuracy and attention to detail.
Good organisational skills.
Able to demonstrate the ability to use initiative effectively.

Knowledge

Essential

Knowledge of a range of administrative/secretarial procedures.
Detailed knowledge of Microsoft Office: Word / Excel / Outlook.
Understanding of the Data Protection Act and NHS Code of Confidentiality.

Person Specification

Qualifications

Essential

Educated to vocational level 3 in Business Administration.
Or
Educated to vocational level 2 with NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post.
I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.

Experience

Essential

Recent, relevant
Administrative/Secretarial experience.

Desirable

Previous relevant NHS experience

Additional Criteria

Essential

Ability to meet the travel requirements of the role.
Willingness to commit to continuing professional development.
Professional manner as a representative of the Trust.
Tact and discretion for dealing with confidential information.
You understand that we will not provide sponsorship to work for this role.

Skills and Abilities

Essential

Ability to challenge poor behaviour.
Role modelling good behaviour.
A positive attitude and able to act on feedback.
Ability to praise and be supportive to others.
Ability to communicate clearly and effectively in English in both verbal and written formats.
Intermediate IT skills. These will be tested at interview.
Numeracy.
Accuracy and attention to detail.
Good organisational skills.
Able to demonstrate the ability to use initiative effectively.

Knowledge

Essential

Knowledge of a range of administrative/secretarial procedures.
Detailed knowledge of Microsoft Office: Word / Excel / Outlook.
Understanding of the Data Protection Act and NHS Code of Confidentiality.

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

Herefordshire and Worcestershire Health and Care NHS Trust

Address

The Beacon Centre

Carnforth Drive

Worcester

WR4 9HG

Employer's website

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

Employer details

Employer name

Herefordshire and Worcestershire Health and Care NHS Trust

Address

The Beacon Centre

Carnforth Drive

Worcester

WR4 9HG

Employer's website

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