Psychosexual Service Administrator
The closing date is 04 June 2026
The successful applicant will work closely with the administration manager and will be pivotal to the smooth running of the service, managing the client journey from pre‑referral to discharge and beyond. They will also ensure all administrative tasks are completed and support therapists with booking and changing appointments, ensuring clinics are maintained efficiently.
Main duties of the job
The role requires professional integrity, confidentiality and excellent customer service. The post holder must demonstrate respect and patience, uphold client dignity, and handle sensitive issues discreetly while prioritising workload, multitasking and following instructions.
Job responsibilities
* Collaborate effectively as a team member.
* Supervise the daily workload of Band 2 staff.
* Provide administrative services across all departments, including word‑processing, drafting and producing documents such as meeting notes, reports, letters and business documents.
* Perform general office duties such as filing, photocopying, collating, distributing information and managing incoming and outgoing mail.
* Operate and maintain an accurate and secure filing system accessible to all staff.
* Maintain spreadsheets and databases, producing regular information reports.
* Organise and service meetings and events, including room bookings, taking accurate notes, transcription and distribution.
* Handle procurement tasks including ordering stationery, clinical supplies and equipment stock.
* Use initiative to meet tight deadlines.
* Provide flexible administrative and clerical support, including occasional work at another local base during cross‑cover arrangements.
* Communicate effectively using written, verbal, email and telephone skills.
* Liaise closely with staff, service users and stakeholders professionally.
* Serve as the point of contact for telephone enquiries, taking accurate messages, handling calls and redirecting when appropriate.
* Exercise confidentiality, empathy, discretion and diplomacy in communications and manage challenging situations.
* Prepare letters, reports and other sensitive documentation in line with guidelines.
* Manage and address language barriers where applicable.
* Attend admin team/departmental meetings regularly and contribute to effective teamwork.
* Make decisions and judgements within the team, receiving support when necessary.
* Operate with minimal supervision, solving problems within own areas of responsibility.
* Notify the Line Manager of concerns promptly and refer further issues.
* Ensure accurate data for statistical and planning purposes.
* Identify and promote best practices to improve efficiency and productivity.
* Organise day‑to‑day tasks, prioritising to meet set timescales.
* Arrange regular meetings, ensuring continuous use of computer and telephone systems.
* Advanced keyboard and IT skills required.
* Utilise Trust IT systems for data entry and familiarise with paper and electronic filing systems.
* Handle manual files, stationery and supplies.
* Contact patients by telephone sensitively and occasionally face‑to‑face as part of daily duties.
* File paperwork chronologically in patient records.
* Book interpreters and transport as necessary.
* Provide patients with non‑clinical advice on appointment queries.
* Stay up to date with National and Trust legislation, guidelines, procedures, protocols and code of conduct.
* Follow secretarial procedures and propose changes to improve practices.
* Maintain records according to Trust policy.
* Receive and open incoming mail, taking appropriate action.
* Liaise with the Central Booking Service regarding cancellation and rescheduling of clinics.
* Book, verify and authorise flexible/agency staff as requested.
* Participate in introduction of new systems and initiatives to improve patient services.
* Manage stock control and ordering of stationery/clinical supplies.
* Involve in induction and training of new staff.
* Protect staff and patient confidentiality per Trust policy.
* Input confidential data using Trust IT systems timely.
* Adhere strictly to Caldicott and the Data Protection Act.
* Prepare and scan information onto Trust IT systems, updating records promptly.
* Photocopy and distribute documents as required and shred confidential documentation per Trust policy.
* Take and transcribe meeting notes promptly.
* Manage lifecycle of records, creating electronic and paper care records to Trust design.
* Maintain a confidential filing system of paper and electronic care records.
* Track movement of care records using missing records systems.
* Participate in ongoing archive processes for paper care records.
* Respond to information/care record requests, ensuring adherence to national guidelines.
* Undertake surveys or audits as necessary and involve other admin staff.
* Complete staff surveys.
* Stamp and distribute incoming post appropriately and sort outgoing mail.
* Manage diary and appointment systems, clinic lists, and inform clinicians of appointment arrivals.
* Maintain a standard filing system and keep patient notes up to date.
* Receive and manage referrals and discharges, updating patient information on files and IT databases.
* Provide admin support for presentations, arranging equipment and handouts.
* Maintain and report relevant repairs for office equipment.
* Show excellent verbal, written and communication skills.
* Induct new staff to reception, filing and administration systems.
* Remain calm and sensitive in difficult situations.
* Adapt to changes in duties and responsibilities.
* Maintain flexibility and mobility regarding responsibilities and location.
* Supervise lower banded staff and participate in recruitment and selection of administrative personnel.
* Align with Trust values, demonstrating compassion, striving for excellence, respecting diversity, acting with integrity and supporting others.
* Use factual analysis to address issues, escalating when absent the manager.
* Manage personal initiative and time to meet deadlines.
* Coordinate diaries and arrange meetings regularly.
* Prioritise patient‑centred care and provide non‑medical information efficiently.
* Adhere to Trust policies and contribute to continuous service improvement.
* Monitor stationery stock levels and report maintenance faults.
* Conduct financial and personnel tasks responsibly.
* Participate in recruitment processes and appraisals, developing lower‑banded staff.
* Provide on‑the‑job training and suggest growth areas.
* Use relevant IT programs to process information and maintain data accurately.
* Undertake surveys or audits relevant to own work as required.
* Comply with Trust requirements and execute all administrative tasks collaboratively.
* Welcome visitors and handle enquiries courteously, delivering messages appropriately.
* Interact with staff, clients and partner agency personnel confidentially.
* Interact with staff, clients and partner agency personnel confidentially.
Person Specification
Education & Qualification
* Good level of basic education including GCSE Maths, English, NVQ Level 2, or equivalent administrative knowledge and skills.
* NVQ 3 in Team Leadership or Business Administration or Customer Care or equivalent experience.
Experience & Knowledge
* Good knowledge and understanding of reception/office procedures.
* Experience of working with Microsoft Office packages (Word, Excel, Outlook, PowerPoint, Access).
* Experience of using Trust IT systems.
* Experience of working in healthcare.
Skills & Ability
* Excellent communication and customer care skills, both written and verbal, demonstrating sympathy and compassion.
* Advanced keyboard and IT skills, including audio typing.
* Ability to manage and prioritise own and others’ workload and use own initiative.
* Good organisational skills and ability to multitask.
* Ability to take and transcribe meeting notes promptly.
* Ability to maintain relevant recording and information systems.
* Ability to deal professionally with enquiries from staff, service users and stakeholders.
* Ability to problem‑solve.
* Understanding of confidentiality and applying the principles in everyday practice.
* Work effectively and flexibly as part of a team.
* UK driving licence and access to a vehicle.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure & Barring Service check to examine criminal convictions.
Blackpool Teaching Hospitals NHS Foundation Trust
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