University Hospital of North Midlands NHS Trust

Senior Admin Assistant

The closing date is 25 November 2025

Job summary

University Hospitals of North Midlands is currently unable to provide sponsorship 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 it is important to note that 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.

To provide and be responsible for the efficient and effective running of the office activities relating to the booking and scheduling of investigations for the Heart and Lung Clinic. In addition there will be waiting list management for the diagnostic investigations

To work closely with reception and admin teams being their first line of contact where issues arise, endeavouring to resolve in the first instance before escalating to the Line Manager.

It is expected that the post holder will be flexible and show initiative in this role. This role is required to cover your counterparts in times of absence and to work as part of a team ensuring that all aspects of the diagnostic administration teams are covered.

Main duties of the job

To assist with booking out-patient and in-patients appointments, prioritising as necessary and ensuring wait times are adhered to in accordance with the Patient Access Policy.

Liaising with the appropriate staff to ensure correct information is collected for investigations performed and that all clinics are booked in full.

To act as a focal point for admin and reception staff.

About us

University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke-on-Trent and County Hospital in Stafford, we are proud to serve around three million people and we're 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 here at UHNM and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential.

UHNM create and encourage 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. In return we ask all of our employees to make a commitment to the values, co-created by or staff, patients and carers, and that unite us as a Trust.

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.

Date posted

11 November 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

205-7359979-A

Job locations

Royal Stoke

Newcastle Road

Stoke on Trent

ST4 6QG

Job description

Job responsibilities

Communicate work procedures within own team and other Departments to ensure that the needs of the service have been met.

Able to manage frequently changing operational requirements.

To ensure that all patient attendances are accurately recorded on Medway.

To enter data into and extract data from Medway as required.

To make and receive telephone calls, handling enquires competently and sensitively, taking clear messages, recognises urgencies and passing the messages on appropriately.

To ensure that all patients details are kept up to date and any anomalies rectified.

To locate correspondence to send to clinic as and when requested.

To undertake any further duties as required by the Team Leader / Operational Services Manager,

To provide an efficient and effective Reception service to the Cardiology Department, greeting visitors, patients and relatives, and dealing with them in a friendly and courteous manner when required.

To be responsible for the booking and affective running of investigations & clinics within Heart & Lung, ensuring clinics are opened and closed according to the rota.

To assist with booking out-patient and in-patients appointments, prioritising as necessary and ensuring wait times are adhered to in accordance with the Patient Access Policy.

Liaising with the appropriate staff to ensure correct information is collected for investigations performed and that all clinics are booked in full.

To act as a focal point for admin and reception staff.

Communicate work procedures within own team and other Departments to ensure that the needs of the service have been met.

To be able to work rotational across Royal Stoke/County Hospital if needed.

To be responsible for the collation of weekly activity and figures and to ensure it is passed on to the appropriate person, bringing to their attention any problems that may arise, i.e. long waiting times.

Able to manage frequently changing operational requirements.

Plan the rotas and duties for the administration team.

To ensure that all patient attendances are accurately recorded on Medway.

To enter data into and extract data from Medway as required.

To make and receive telephone calls, handling enquires competently and sensitively, taking clear messages, recognises urgencies and passing the messages on appropriately.

To ensure that all patients details are kept up to date and any anomalies rectified.

To organise and arrange the copying and collation of materials.

To locate correspondence to send to clinic as and when requested.

To understand and comply with all Department and Trust Procedures and Policies.

To undertake any further duties as required by the Team Leader/Operational Services Manager,