Administration Assistant

St Leonard's Hospice

The closing date is 14 May 2025

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Job summary

Are you a motivated and organised individual looking to make a difference in a meaningful environment?

St Leonard's Hospice are seeking an Administration Assistant to join our dedicated team supporting the delivery of high-quality hospice services.

In this varied and rewarding role, you'll provide essential administrative and reception support, ensuring the smooth day-to-day running of our services. From maintaining accurate patient records to being a friendly and professional first point of contact for patients, visitors and staff, your role will be vital to our teams success.

We are recruiting for someone who could work a minimum of 22.5 hours up to a maximum of 37.5 hours per week however we are flexible with how the hours are worked and can offer both weekday and weekend shifts.

The closing date for this role is Wednesday 14th May 2025, however we reserve the right to extend this post. Interviews are currently scheduled to take place on Tuesday 21st and Wednesday 22nd May 2025.

Main duties of the job

Key responsibilities of this role will be:

  • General admin duties such as data entry, filing, photocopying, and correspondence handling
  • Supporting clinical and non-clinical teams with administrative tasks
  • Managing reception duties including greeting visitors and handling telephone/email enquiries
  • Coordinating meeting logistics and managing incoming/outgoing mail
  • Ordering and maintaining supplies in line with finance procedures

Our ideal candidate will have:

  • Excellent communication and organisational skills
  • Confidence in using IT systems and handling sensitive information
  • A friendly and professional approach to customer service
  • An ability to work independently and as part of a team

What we can offer you in return:

  • Generous annual leave entitlement of up to 41 days
  • Attractive pension schemes
  • Extensive employee discounts on shops, holidays and lifestyle choices
  • Free on-site parking
  • A supportive and friendly working environment
  • Training and development opportunities

About us

Our mission is to provide excellent care and support to those living with life-limiting illness and to the people they care about, to enrich their lives and to contribute to the ongoing development of end-of-life care. We do this by placing our patients at the centre of everything we do, and through involving patients and their families in all decisions regarding their care.

We can only achieve this with the help of our amazing colleagues, by developing and recognising their contribution, and by sharing our knowledge and skills through education, audit and research.

We do not have sponsorship status and therefore all our offers are made conditional upon our candidates submitting evidence of their right to work in the UK in conjunction with our other pre-employment checks.

Date posted

01 May 2025

Pay scheme

Other

Salary

£10,302.19 to £23,874.98 a year (FTE £23,874.98)

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

HG1301523MaiAA

Job locations

St Leonard's Hospice

185 Tadcaster Road

York

North Yorkshire

YO24 1GL


Job description

Job responsibilities

The Administration Assistant provides a thorough administrative and clerical service to ensure the efficient operation of hospice services.

This role includes maintaining accurate records, handling correspondence, supporting both clinical and non-clinical teams, and providing a welcoming and professional first point of contact for visitors, patients, and staff.

Main duties and responsibilities

Administrative Support

1. Provide general administrative support, including photocopying, scanning, filing, data entry, and updating waiting lists.

2. Maintain accurate patient records using hospice systems, ensuring all documentation is up to date and in line with policy.

3. Act as a first point of contact for general enquiries via phone, email, correspondence, or in person, resolving routine matters where appropriate.

4. Maintain filing and archiving systems, including the disposal of records in line with hospice policy.

5. Draft and produce letters, reports and other documents as needed.

6. Book hospital transport and interpreters for service users when required.

7. Handle all incoming and outgoing correspondence, including post, referrals, and email; prioritise and distribute appropriately, highlighting urgent items.

8. Manage outgoing mail and franking machine operations.

9. Order and maintain stock of office and ward supplies, ensuring compliance with purchasing and finance procedures.

10. Provide flexible cover for colleagues and reception as needed, adapting to service demands.

11. Schedule meetings and appointments, prepare rooms, take minutes, and circulate agendas and action points.

Reception Duty

1. Serve as the first point of contact for patients, carers, visitors, and teams, providing a warm welcome and directing enquiries appropriately.

2. Greet, sign in, and assist all visitors, ensuring they are guided to the correct person or department.

3. Manage incoming calls, emails, and queries professionally taking accurate messages, providing information, and redirecting as needed, while maintaining confidentiality.

4. Oversee patient flow in waiting areas, promoting a calm and efficient environment.

Job description

Job responsibilities

The Administration Assistant provides a thorough administrative and clerical service to ensure the efficient operation of hospice services.

This role includes maintaining accurate records, handling correspondence, supporting both clinical and non-clinical teams, and providing a welcoming and professional first point of contact for visitors, patients, and staff.

Main duties and responsibilities

Administrative Support

1. Provide general administrative support, including photocopying, scanning, filing, data entry, and updating waiting lists.

2. Maintain accurate patient records using hospice systems, ensuring all documentation is up to date and in line with policy.

3. Act as a first point of contact for general enquiries via phone, email, correspondence, or in person, resolving routine matters where appropriate.

4. Maintain filing and archiving systems, including the disposal of records in line with hospice policy.

5. Draft and produce letters, reports and other documents as needed.

6. Book hospital transport and interpreters for service users when required.

7. Handle all incoming and outgoing correspondence, including post, referrals, and email; prioritise and distribute appropriately, highlighting urgent items.

8. Manage outgoing mail and franking machine operations.

9. Order and maintain stock of office and ward supplies, ensuring compliance with purchasing and finance procedures.

10. Provide flexible cover for colleagues and reception as needed, adapting to service demands.

11. Schedule meetings and appointments, prepare rooms, take minutes, and circulate agendas and action points.

Reception Duty

1. Serve as the first point of contact for patients, carers, visitors, and teams, providing a warm welcome and directing enquiries appropriately.

2. Greet, sign in, and assist all visitors, ensuring they are guided to the correct person or department.

3. Manage incoming calls, emails, and queries professionally taking accurate messages, providing information, and redirecting as needed, while maintaining confidentiality.

4. Oversee patient flow in waiting areas, promoting a calm and efficient environment.

Person Specification

Communication

Essential

  • Excellent verbal and written communication.
  • Ability to communicate sensitively with patients, carers and staff about their health needs.
  • Ability to communicate at all levels within the hospice

IT

Essential

  • Good basic IT skills
  • Knowledge of Microsoft applications (Word, Excel, Powerpoint, Outlook)

Desirable

  • Previous experience of electronic patient information systems

Qualifications

Essential

  • Functional Skills Level 2 in Maths and English or O Level/ GCSE in Maths and English at grade C or above

Experience

Essential

  • Organised and able to manage time effectively
  • Experience of working as a team
  • Knowledge of confidentiality
  • Attention to detail

Desirable

  • Experience of working in a healthcare environment
  • Note-taking skills

Other

Essential

  • Be prepared to assist with Hospice fundraising activities

Personal

Essential

  • Compassionate, empathetic, and respectful in dealing with patients and families
  • Flexible and adaptable to meet the changing needs of the service
  • Willing to learn and develop new skills
Person Specification

Communication

Essential

  • Excellent verbal and written communication.
  • Ability to communicate sensitively with patients, carers and staff about their health needs.
  • Ability to communicate at all levels within the hospice

IT

Essential

  • Good basic IT skills
  • Knowledge of Microsoft applications (Word, Excel, Powerpoint, Outlook)

Desirable

  • Previous experience of electronic patient information systems

Qualifications

Essential

  • Functional Skills Level 2 in Maths and English or O Level/ GCSE in Maths and English at grade C or above

Experience

Essential

  • Organised and able to manage time effectively
  • Experience of working as a team
  • Knowledge of confidentiality
  • Attention to detail

Desirable

  • Experience of working in a healthcare environment
  • Note-taking skills

Other

Essential

  • Be prepared to assist with Hospice fundraising activities

Personal

Essential

  • Compassionate, empathetic, and respectful in dealing with patients and families
  • Flexible and adaptable to meet the changing needs of the service
  • Willing to learn and develop new 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 details

Employer name

St Leonard's Hospice

Address

St Leonard's Hospice

185 Tadcaster Road

York

North Yorkshire

YO24 1GL


Employer's website

https://www.stleonardshospice.org.uk/ (Opens in a new tab)

Employer details

Employer name

St Leonard's Hospice

Address

St Leonard's Hospice

185 Tadcaster Road

York

North Yorkshire

YO24 1GL


Employer's website

https://www.stleonardshospice.org.uk/ (Opens in a new tab)

For questions about the job, contact:

Head of Business & Administration

Crystal Welbourn

crystal.welbourn@nhs.net

01904777763

Date posted

01 May 2025

Pay scheme

Other

Salary

£10,302.19 to £23,874.98 a year (FTE £23,874.98)

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

HG1301523MaiAA

Job locations

St Leonard's Hospice

185 Tadcaster Road

York

North Yorkshire

YO24 1GL


Supporting documents

Privacy notice

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