We are looking for a compassionate, organised, and proactive Maternity Administrator to join our busy Maternity Department at Yeovil Hospital.
This varied role provides essential clerical and receptionist support across Consultant Antenatal Clinics, Freya Ward, and the Labour Ward, ensuring a high-quality service for patients, families, and the multidisciplinary team.
You will be a welcoming first point of contact for women, families, and visitors, helping to create a supportive and professional environment. The post includes providing cover across all areas of the maternity administrative service, operating 7 days a week between 08:30 and 20:00.
Main duties of the job
* Provide clerical and receptionist support within Consultant Antenatal Clinics, ensuring smooth running of clinics, accurate patient information, and excellent customer service.
* Carry out Ward Clerk duties on Freya Ward and Labour Ward, supporting patients, families, and clinical staff.
* Maintain accurate patient records using Trust systems such as the Patient Administration System and TrakCare Maternity (training provided).
* Manage clinic and outpatient appointments including new, follow‑up, urgent, and short‑notice appointments.
* Deal effectively with telephone enquiries from patients, GP practices, midwives, and other departments, escalating where appropriate.
* Assemble, maintain, and file case notes, ensuring availability for clinics and ward areas.
* Liaise with a wide range of departments including Medical Records, Radiology, Anaesthetics, Theatres, Community Midwifery, Paediatrics, Pathology and more.
* Provide administrative support including photocopying, distributing post, ordering stationery, updating information, and maintaining databases.
* Support the wider Maternity Administration Team by covering annual leave and sickness as required.
* Uphold Trust policies including confidentiality, safeguarding, infection control, and data protection.
About us
At Somerset NHS Foundation Trust, we are committed to supporting our employees with a range of benefits designed to enhance your professional and personal life. We offer:
* Flexible working options to help you balance work and life
* NHS pension scheme for long‑term financial security
* Generous annual leave allowance to recharge and relax
* A strong focus on career development to help you grow and achieve your potential
Additionally, you'll gain access to our Blue Light Card, unlocking exclusive discounts on shopping, dining, and leisure activities, as well as NHS‑specific perks to support you both inside and outside of work.
We are proud to foster a diverse, skilled, and inclusive workforce, and we encourage applications from all backgrounds.
Job responsibilities
As a Maternity Administrator, you will play a key role in supporting the safe and effective running of maternity services. Your responsibilities will include:
Communication & Customer Service
* Act as a first point of contact for patients and visitors, offering a warm and helpful welcome.
* Communicate clearly and sensitively with anxious or distressed service users.
* Manage incoming calls, emails, and messages, ensuring timely responses and appropriate escalation.
* Maintain strong working relationships with Consultants, Midwives, and internal departments.
Administrative & Clerical Duties
* Maintain accurate and up‑to‑date patient records, appointments, clinic lists, and personal details.
* Prepare case notes and documentation ahead of clinics, ensuring all required information is available.
* Register new patients, update demographic details, and process discharges.
* Follow up "Did Not Attend" (DNA) cases as directed by senior midwifery staff.
* Support data collection for audits, waiting times, and patient activity.
* Organise, change, and cancel clinics as required.
* Assist with training and supporting bank administrative staff.
Organisation & Prioritisation
* Work independently, managing daily tasks while responding to frequent interruptions.
* Escalate maintenance issues and ensure the working environment remains safe and organised.
* Maintain adequate stock levels for clinical and administrative supplies.
* Cover duties across the maternity admin team, demonstrating flexibility and teamwork.
Patient Care & Safety
* Ensure visitors follow security protocols before entering ward areas.
* Recognise and escalat e safeguarding concerns.
* Handle confidential and sensitive information in line with Trust policies and the Data Protection Act (2018).
Professional Standards
* Uphold Trust values of Kindness, Respect and Teamwork.
* Participate in mandatory training including safeguarding and child protection.
* Follow all Trust policies relating to confidentiality, infection control, risk management, records management, and sustainability.
Person Specification
Experience
* Office management and administrative experienceAbility to demonstrate an intermediate level of skill across Microsoft Office suite of software (including Word, Excel, PowerPoint, Outlook)Awareness of the importance of maintaining patient confidentiality.Demonstrable knowledge of working in a customer/patient focused environment.
* Knowledge of Trust Track care systemExperience of reception duties and dealing with patient appointments over the phone.Experience of working within the NHSExperience of data management.
Qualifications
* GCSE English and MathematicsExcellent typing skills to RSA2 or equivalent
* Recognised IT qualification
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.
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