Main area Medical Administrator - Community Paediatrics Grade Band 3 Contract 6 months (Fixed Term Part time - 20 hours per week) Hours Part time - 20 hours per week (Working pattern to be decided following interview) Job ref 318-25-T0710
Employer Gloucestershire Hospitals NHS Foundation Trust Employer type NHS Site Battledown Outpatients, Cheltenham General Hospital Town Cheltenham Salary £24,937 - £26,598 (pro rata if part-time) Salary period Yearly Closing 23/11/2025 23:59
Medical Administrator - Community Paediatrics, Band 3
Band 3
At Gloucestershire Hospitals, our people are at the heart of everything we do. As the largest employer in the county, we’re proud to provide outstanding acute, elective, and specialist services to over 650,000 people across our county. Whether you’re just beginning your NHS journey or taking the next step in your career, this is an exciting time to join us. We’re investing in innovation, research, and transformation, with over 100 active clinical studies and major developments underway across our two district hospitals.
You can expect a welcoming and supportive culture and you’ll be supported by passionate colleagues who care deeply about teamwork, development, and delivering exceptional care. We offer structured development programmes, mentoring, and leadership opportunities to help you grow in your career. Gloucestershire has the perfect mix of culture, countryside, and community. With excellent schools, transport links, and access to award-winning green spaces, it’s a great place to live and work.
We value the diversity of our workforce and are committed to creating an environment where everyone feels they belong.
Be part of Gloucestershire Hospitals, explore your future with us today.
Job overview
Medical Administrator – Community Paediatrics (Band 3, Fixed Term, 20 Hours per Week)
We are looking for a dedicated and professional Medical Administrator to provide efficient and confidential administrative support to the specialist team. This fixed-termrole plays a key part in ensuring the smooth delivery of patient care and specialist services.
Strong communication skills are essential, as the post-holder will liaise with patients, relatives, GPs, and hospital staff to maintain a high-quality service for both patients and clinicians.
The successful candidate will work as part of the Administrative Support Team and report to the Community Paediatric Administration Lead for the duration of the fixed-term contract.
Additional working pattern details: Working pattern to be decided following interview
Main duties of the job
KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED
* Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
* Appropriate experience in a hospital or office environment
* IT experience of Microsoft Office packages
* IT capable to ensure proficient use of hospital computer systems
* An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls
* Proven organisational skills with the ability to prioritise workload and to work to deadlines
* Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
* Good interpersonal skills for dealing with people internal and external to the organisation
* Ability to work flexibly within a team
* Ability to work quickly and accurately
* Ability to use own judgement and initiative as appropriate
Working for our organisation
We are a very busy department who needs an energetic, but exceptionally organised person to join our team. If you like to be kept busy, enjoy variety and have good attention to detail whilst working under pressure, this will be the ideal role for you.
We are looking to recruit an enthusiastic and highly motivated person (Band 3), who is committed, demonstrates loyalty and is prepared to work hard when necessary to complete all tasks required. Experience in the NHS is desirable, but a willingness to learn and be adaptable is essential.
In return, we can offer you a job where you are valued in supporting our team and making a difference to patients
Detailed job description and main responsibilities
KEY RESULT AREAS
Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:
Referrals, Booking and Clinic Prep
* Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence
* Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity
* Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner
Transcription
Preparing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the Administration Lead.
Outcomes and Results
* Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action
Specialty Specific Support
* Regularly informing the Administration Lead about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
* Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinician or Administration Lead.
* Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc.
* Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc
Person specification
Experience
* Appropriate experience of working in a busy office
* Previous experience of dealing with members of the public
* Previous medical secretary/hospital experience
Qualifications/ Knowledge/ Skills
* Excellent verbal and written communication skills with good command and understanding of English, punctuation and grammar
* Good organisational skills
* Working knowledge of Microsoft Office including Word, Excel and Outlook
* Educated to GCSE grade C or above (or equivalent) in English and Maths
* Knowledge of NHS systems Trak/PAS/PACS/Infoflex
* Knowledge and awareness of health and safety issues, risk management and data protection
We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.You will only be contacted by the Recruitment Team via email if you are shortlisted for this post. Please ensure therefore that you check your e-mail account regularly.If you require sponsorshipfor a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under theUKVI points based system
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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