Administrative Assistant

About the role

Joining us means becoming part of a compassionate, inclusive, and forward‑thinking NHS team where your contribution directly supports patient care. Our administrative colleagues play an essential role in ensuring the smooth and efficient running of our clinical services, helping to provide the best possible experience for our patients and their families.

• Welcoming and assisting patients, relatives, and visitors, ensuring they are supported with empathy and accurate information.
• Manage patient registration, appointments and clinic bookings, including checking patients in, scheduling, amending or cancelling appointments, and coordinating rebooking appointments.
• Maintain patient records and administrative systems, ensuring all data is accurate, up to date, and compliant with GDPR, Trust policies, and clinical documentation requirements.
• Support patient flow and the wider clinical team by liaising with nurses, clinicians, secretaries, and external partners (e.g., GP surgeries) to coordinate information.
• Handle patient queries and communications, responding to telephone and face‑to‑face enquiries.
• Ensure accurate management of correspondence and documentation, including filing, scanning, distributing letters, processing outgoing mail, and tracking case notes.
• Contribute to administrative processes that support clinical governance, such as collecting data for audits, managing waiting lists, supporting RTT (Referral to Treatment) compliance, and adhering to Trust Access Policies.
• Work collaboratively as part of the administrative and multidisciplinary teams, supporting colleagues, participating in meetings and handovers.

This list outlines general tasks common across administration roles. Actual responsibilities will depend on the specific vacancy offered.

• Strong communication and organisational skills.
• Ability to prioritise workload and work accurately under pressure.
• Good IT skills and willingness to learn new systems.
• A flexible, positive approach to supporting team needs.
• In compliance with Part 7 of the Immigration Act 2016, applicants must be able to communicate fluently in English to an appropriate standard which will be assessed as part of the selection process.

We welcome applications from both internal and external candidates. Offers of employment will be made in accordance with the scope of the advert and our fair recruitment processes.

We are committed to equality and diversity in both the provision of our services and how we recruit and manage our staff. Applications are encouraged from everyone with the necessary attributes for the job, irrespective of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership, pregnancy and maternity.

Happy to talk flexible working – all requests for flexible and part‑time working will be considered.

HHFT is committed to putting the safety and care of our patients first – as well as helping us to protect you and your colleagues. Therefore, we recommend that you are vaccinated against COVID‑19 and that you understand that we are treating COVID‑19 positive patients within our services.

• Shortlisted candidates will be contacted at least 5 working days before the scheduled interview date.
• All new staff will be subject to a probationary period covering their first six months in post.

If you are motivated, organised, and committed to delivering high‑quality support in a fast‑paced healthcare environment, we would be delighted to hear from you.