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Administrative Assistant

makeitcountmarketing

Stoke-on-Trent

On-site

GBP 25,000

Full time

24 days ago

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Job summary

A major healthcare provider in Stoke-on-Trent is seeking an Administrative Assistant to handle telephone inquiries and manage patient records effectively. The role requires strong communication skills and proficiency in office software, ensuring timely documentation and support for clinical staff. This fixed-term position offers full-time hours and a salary of £24,465 annually.

Qualifications

Good understanding of patient record maintenance and administrative tasks.
Experience in managing telephone inquiries and providing office support.

Responsibilities

Handle telephone enquiries accurately and promptly.
Maintain patient records and manage referral logging.
Provide administrative support to the Upper GI service.

Skills

Administration/clerical background

Knowledge of Microsoft Office package

Good communication skills

Proficiency in computerised systems and office applications

Ability to work in a demanding, pressurised environment

Education

Good general education including GCSE English or equivalent

Job Summary

University Hospitals of North Midlands (UHNM) is currently unable to provide sponsorship for this role. This is in accordance with UKVI guidelines and legislation, as these roles do not meet the skill nor salary threshold for sponsorship. If you hold a graduate visa, you are welcome to apply for this role; however, UHNM will be unable to offer sponsorship at the end of your graduate visa. You must also have at least six months until your graduate visa expires at the start of your employment for training and operational reasons.

The role involves handling incoming and outgoing telephone inquiries, directing them to the appropriate departments or individuals. You'll be responsible for maintaining clear and effective communication with patients, their families, GP practices, carers, and the general public. The position requires generating and typing clinical correspondence following patient appointments, as well as performing other administrative typing duties to ensure accurate and timely documentation.

Main Duties of the Role

Telephone Handling: Receive, make, and manage telephone inquiries; direct calls to the appropriate department.
Communication: Communicate effectively with patients, relatives, GP practices, carers, and the public.
Clinical Correspondence: Generate and type clinical correspondence following patient appointments; perform general typing duties ensuring accuracy and timeliness.
Patient Record Maintenance: Maintain patient records with a high level of accuracy using the hospital’s system.
Referral Management: Log referrals from both internal and external sources promptly and accurately.
Mail Management: Handle electronic and postal mail correspondence; record, direct, and resolve queries and information securely and efficiently.
General Office Support: Provide administrative support for the daily operations of the Upper GI service; carry out a range of office-based duties to ensure smooth service delivery.

About Us

University Hospitals of North Midlands NHS Trust is one of the largest and most modern trusts in the country. Based across two sites – Royal Stoke Hospital in Stoke‑on‑Trent and County Hospital in Stafford – we proudly serve around three million people. We are highly regarded for our facilities, teaching, and research. We are the specialist centre for major trauma for the North Midlands and North Wales.

All of our employees make a valuable contribution regardless of role, and we are proud of our wide range of development packages that ensure everyone has the opportunity to fulfil their true potential. UHNM encourages a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected.

At University Hospitals of North Midlands NHS Trust we know that investing in, supporting, and developing our staff has a direct impact on the quality of care that we deliver. Our employees are as important as our patients and the population that we serve.

Job Details

Date posted: 26 November 2025
Pay scheme: Agenda for change
Band: Band 2
Salary: £24,465 per annum
Contract: Fixed term (12 months)
Working pattern: Full‑time
Reference number: 205‑7488688‑A
Job location: Royal Stoke Hospital, Newcastle Rd, Stoke‑on‑Trent, ST4 6QG

Key Responsibilities

Maintain accurate patient records and log referrals from both internal and external sources promptly.
Manage mail correspondence via electronic and postal channels, ensuring queries are recorded and directed securely.
Provide general office support and perform administrative tasks contributing to the smooth operation of the Upper GI service.
Handle telephone enquiries in a timely and accurate manner, following the Patient Access Policy and divisional guidelines.
Perform clerical duties such as preparing meeting notes, correspondence, and supporting specialty teams in waiting list management.
Adhere to departmental policies and procedures and support continuous service improvement.
Assist in resolving verbal and formal complaints in line with Trust policies.
Use and maintain office equipment appropriately and monitor the supply of stationery and other office supplies.
Provide guidance and demonstrate duties to new team members and share the workload with the specialty team.
Prepare and process documentation, including meeting notes and correspondence.

Key Relationships

Directorate Management team members
Medical and nursing staff
Administrative and clerical staff
Other Trust personnel, as appropriate
External stakeholders relevant to the role or Division
Patients and visitors, as required

Role Summary

The post holder is responsible for the accurate and timely typing of clinical letters across all specialties, the distribution and filing of documents, managing patient health records, handling telephone enquiries, and ensuring compliance with the Patient Access Policy and Divisional guidelines relating to waiting list management.

Person Specification

Essential Qualifications

Good general education to include GCSE English or equivalent

Desirable Qualifications

NVQ2/RSA2 word processing or equivalent

Essential Knowledge, Skills, Training and Experience

Administration/clerical background
Knowledge of Microsoft Office package
Good communication skills
Proficiency in computerised systems and office applications
Exercise sound judgement in responding to enquiries and resolving issues
Locate and track patient case notes as required
Support specialty teams in effective inpatient waiting list management

Desirable Experience

Previous experience working in a Health Care environment
Knowledge of hospital systems

Personal Qualities

Able to use own initiative
Ability to work as part of a team
Good communication skillsAbility to work in a demanding, pressurised environment
Ability to work with confidential information
Reliability

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.

Employer Details