Go back Sheffield Teaching Hospitals NHS Foundation Trust
Administrative Officer
The closing date is 30 June 2025
To provide a high quality confidential service within the Single Point Access (SPA) team and GP Collaborative team to deliver an excellent, quality service for patients, referrers and clinicians using the service.
To provide administrative support to the Patient Choice Advisor's and clinicians within the relevant services. To assist in delivering an efficient and quality service.
Undertake accurate recording / inputting and amending of data within Trust Information systems. Communicate effectively with the use of tact and diplomacy and seek to overcome barriers to effect communication. This may require the use of multiple communication methods, such as email and telephone.
Work collaboratively with the wider departmental team to ensure a consistent and effective patient first service.
Actively use initiative within the role but seek guidance when required and appropriate.
Assist and support in the development and improvement of the serviceComplete all mandatory training required by the Trust and actively participate in personal development.
Assist and support in the development and training of new members.Undertake effective prioritisation of own workload and the coordination of activities / duties related to the role.
Main duties of the job
To provide efficient and effective administrative and clerical support to the PCA's, clinicians and patients.
To receive all incoming telephone calls from patients and clinicians in a confident, efficient and confidential manner.
To answer the telephone promptly in a courteous manner at all times taking clear and accurate messages.
Able to receive & process tasks quality referrals from health care professionals and patients.
To receive and distribute all incoming mail.
To ensure all outgoing mail is collected from all staff and it is processed on a daily basis.
To provide administration support for all staff, including photocopying and up to date filing.
To undertake general admin duties including registration of referrals onto the TPP system, scanning and data entry.
To support the triage clinicians ensuring patient demographics are completed on all patient referrals in a legible and concise manner.
To fully comply with the Sheffield Teaching Hospitals policies, procedures and guidelines on confidentiality and codes of conduct.
To support and provide cover for colleagues, 7 days a week 24/7.To undertake all duties relevant to the post.
About us
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
Adhere to all Trust and Departmental Policies and procedures.
To achieve and maintain high standards and effective working relationships with all service providers and organisations ensuring a patient first service.
To promote the reputation of the SPA, GP Collaborative and the Sheffield Teaching Hospitals as a caring and helpful organisation.
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person Specification
Qualification
* GCSE at Grade C/4 in English and Maths (or equivalent qualifications) or equivalent experience
* NVQ Level II in Business Administration / Customer Service / IT
Experience
* Experience of working within an office environment
* Experience of working in a public facing role
* Relevant experience within the NHS
Special Abilities
* Knowledge of / experience of using information and/or customer service systems.
* Working knowledge of Microsoft Office packages including Outlook, Excel and Word.
* Previous experience of PAS / Infoflex / SystmOne (area specific software)
Skills and Knowledge
* Understanding of data protection issues and the ability to maintain confidentiality
* Excellent communication skills, with ability to deal with staff at all levels.
* Displays use of initiative with effective organisational skill
* Ability to prioritise and work to strict/conflicting deadlines
* On-going commitment to personal development
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.
Sheffield Teaching Hospitals NHS Foundation Trust
£24,169 a yearpa/pro rata for part time staff
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