Administration Assistant

Herefordshire and Worcestershire Health and Care NHS Trust

Administration Assistant

The closing date is 15 March 2026

Post 1 15 hours Monday, Tuesday and Thursday 8am-1pm, based at Droitwich Medical Centre

Post 2 18 hours Wednesday to Friday 9am-3pm, based at Catshill clinic

These are permanent posts. The post holders will be responsible for the booking of mandatory development reviews for 1 year olds and 2.5 year olds across Worcestershire. This includes management of a generic email account and an online booking system. Making and receiving phone calls forms a large part of this role.

We pride ourselves in providing outstanding care for children 0-19 and their families across Worcestershire. We can provide you with resources to develop and progress a long term career as well as flexibility, continual professional development and a wide range of wellbeing support.

If you would like to discuss informally if this is the right role for you, get in touch with the Recruiting Manager.

Please note the Trust is unable to provide sponsorship to work for this role; to apply you must have current right to work in the UK status. If you are employed on an acceptable time limited visa, there is no guarantee of sponsorship at point of expiry.

Main duties of the job

Day to day work will include managing a generic mailbox and creating and maintaining clinic details on our online self booking system. The team is responsible for inviting parents/carers of all 1 year olds and 2.5 year olds in Worcestershire to book their child's development review.

Appointments will need to be transferred from the online self booking system to our electronic patient record (Rio). Parents/carers who do not self book will need to be contacted by phone and letter to arrange appointments and therefore a good telephone manner is essential for this role.

The Appointments team is also responsible for fielding queries regarding other appointments within the service and redirecting callers as appropriate.

Applicants will be expected to have good interpersonal and IT skills and be willing to learn and develop within the team. The role is busy and varied and requires the post holder to have a flexible approach and a calm, professional manner. The ability to work accurately whilst multi tasking is essential. A can do attitude and excellent customer service skills are a must.

The successful candidate will have excellent verbal and written communication skills, excellent organisational skills, and a keen eye for detail. You will be used to working to processes to complete tasks by deadlines and always have the best interests of the patient at the centre of everything you do.

About us

We are working together to deliver outstanding care. We run community hospitals and community health services across Worcestershire and provide mental health and learning disability services across both Herefordshire and Worcestershire.

Our people (all 4500+ of them) provide services for people of all ages, experiencing both physical and/or mental health conditions from over 100 sites.

We will support you to thrive; offer flexible working options for a great work life balance, help you fulfil your ambitions, and empower you to make positive changes within your team or service. We value diversity and encourage applications from people of all backgrounds, cultures, and ethnicities.

What we offer

• 27 days leave plus bank holidays, increasing up to 33 days with long service
• Generous NHS pension and enhanced pay when you work unsocial hours
• Flexible and agile working opportunities
• Great maternity, paternity, and adoption support
• Wide range of supportive staff networks
• Health and wellbeing opportunities

If you would like to know more, please visit our website.

We encourage you to read the attached applicant guidance notes.

Sharing your data - As a data controller we may sometimes need to process your data to pursue our legitimate business interests, for example to request a survey from you (optional), to support the Trust's understanding of where you gained interest in working for the Trust.

Job responsibilities

For full details of the duties and criteria for the role please refer to the job description and person specification attached.

Person Specification Additional Criteria

• I understand the Trust will not provide sponsorship to work for this role, and employment on a time limited visa doesn't guarantee sponsorship at point of expiry.

Experience

• Recent, relevant experience in an
• Administrative/Secretarial/ Reception Role

Knowledge

• Knowledge of office procedures
• Working knowledge of Microsoft Office: Word, Excel, Outlook
• Understanding of the Data Protection Act and NHS Code of Confidentiality

Qualifications

• Educated to academic Level 2 e.g. GCSE Grade A-C, NVQ2, OCR/RSA2, City and Guilds 2 in a Business Administration related subject or Considerable recent NHS administrative experience and will be expected to undertake the relevant level 2 qualification on appointment to post.
• I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.

Skills and Abilities

• Ability to challenge poor behaviour
• A positive attitude and able to act on feedback
• Ability to praise and be supportive to others
• Ability to communicate clearly and effectively in English in both verbal and written formats
• Good level of literacy and numeracy
• Standard IT skills these will be tested at interview
• Good organisational skills.

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.

Employer name

Herefordshire and Worcestershire Health and Care NHS Trust

£24,465 a year pro rata (£12.51 per hour)