Medical Administrator - Community Paediatrics, Band 3

Medical Administrator - Community Paediatrics (Band 3, Fixed Term, 20 Hours per Week)

The closing date is 23 November 2025

We are looking for a dedicated and professional Medical Administrator to provide efficient and confidential administrative support to the specialist team. This fixed-term role 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

About us

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.

Job 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

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 to submit a Disclosure to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Gloucestershire Hospitals NHS Foundation Trust

Address

Battledown Outpatients, Cheltenham General Hospital

Salary

£24,937 to £26,598 a year (pro rata if part-time)

Contract

Fixed term

Duration

6 months

Working pattern

Part-time

Reference number

318-25-T0710

Job locations

Battledown Outpatients, Cheltenham General Hospital