Leeds Teaching Hospitals

Admissions Officer (XN03)

The closing date is 04 September 2025

Job summary

An exciting opportunity has arisen for an enthusiastic and patient centred individual to join Colorectal Surgery in the role of Admissions Officer. The post holder will be required to work as part of a team providing a service for elective and planned admissions and providing support to patients, relatives, and clinical teams, ensuring that the pathway is as seamless as possible for patients.

Applicants should have a responsible attitude, be proactive, and demonstrate using initiative. Excellent communication skills are essential to the success of this role as you will be required to liaise with staff members across the multi-disciplinary team.

This is a full-time, fix term position for 12 months based at St. James Hospital.

For further information please contact Paige Cuthbertson, Assistant Business Manager paige.cuthbertson@nhs.net .

Expected Shortlisting Date

08/09/2025

Planned Interview Date

15/09/2025

Main duties of the job

The postholder will undertake administrative responsibilities in support of the Departmental team and the service. Exercise safe keeping of office equipment, including sensitive data held on the computer, and all other equipment used. The postholder will be communicating with patients and a wide range of NHS workforce scheduling patients onto theatre software and complying with 6-4-2.

About us

Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients.

By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change.

Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Patient-centered

Collaborative

Fair

Accountable

Empowered

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Date posted

14 August 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Flexible working

Reference number

C9298-AMS-344

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Job description

Job responsibilities

Provide a confidential, efficient and accurate administrative service.

Ensure work is completed and targets met within agreed timescales and in line with the Trusts policies and procedures.

Compassion for patients and their carers.

Effective communication skills, verbal and written, able to adapt style/method to suit the situation.

Willingness to undergo all training requirements necessary for the post.

Ability to act professionally at all times.

Flexible approach to working practices in line with departmental/service needs.

To appreciate and accept the need to maintain confidentiality and discretion when dealing with patients, colleagues, other departments.

To be able to prioritise and manage a variety of tasks with competing deadlines.

To work effectively as part of a team.

To escalate issues that the postholder is unable to solve, to the appropriate senior member of staff.

8. CORE KNOWLEDGE AND UNDERSTANDING

It is essential that the applicant has previous experience of dealing with the general public in a working environment, preferably in an NHS setting.

Respect patient confidentiality and have an understanding of the Data Protection Act.

Knowledge of Microsoft Packages and email.

Educated to GCSE English minimum grade C or equivalent.

9. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Providing a full secretarial and administrative service to the departmental team including filing, typing, photocopying, distributing information and use of internal and external email, recruitment administration, plus other administrative duties to ensure the smooth running of the department.

Organising and prioritising workload based on the needs of the service.

Setting up, maintaining and monitoring of office systems and processes, liaising with other members of the team as appropriate. Responsibilities/duties may include:- maintaining stock levels of stationery and other items; recording, processing leave requests to ensure appropriate authorisation and notification, expense claims etc.

Using and updating databases, producing reports and statistics for the team and wider distribution, on a regular and ad hoc basis eg waiting lists, attendance management information.

Maintain office equipment, reporting faults and escalating problems appropriately

Maintaining relevant databases

Communicating with staff at all levels in the Trust and with outside agencies, on the telephone, by letter/email and in person, in a professional and competent manner.

To respond to written and telephone enquiries in a polite and helpful manner, prioritising messages and distributing appropriately to ensure necessary action/response.

Attend meetings, as and when required, taking minutes and appropriate follow up actions.

Arranging travel and accommodation for patients as appropriate.

This list of duties/responsibilities is not exhaustive and may be amended following discussion with the potholder. Refer to Departmental guidelines/manual/standard operating procedures (SOPs) for further information

Job description

Job responsibilities

Provide a confidential, efficient and accurate administrative service.

Ensure work is completed and targets met within agreed timescales and in line with the Trusts policies and procedures.

Compassion for patients and their carers.

Effective communication skills, verbal and written, able to adapt style/method to suit the situation.

Willingness to undergo all training requirements necessary for the post.

Ability to act professionally at all times.

Flexible approach to working practices in line with departmental/service needs.

To appreciate and accept the need to maintain confidentiality and discretion when dealing with patients, colleagues, other departments.

To be able to prioritise and manage a variety of tasks with competing deadlines.

To work effectively as part of a team.

To escalate issues that the postholder is unable to solve, to the appropriate senior member of staff.

8. CORE KNOWLEDGE AND UNDERSTANDING

It is essential that the applicant has previous experience of dealing with the general public in a working environment, preferably in an NHS setting.

Respect patient confidentiality and have an understanding of the Data Protection Act.

Knowledge of Microsoft Packages and email.

Educated to GCSE English minimum grade C or equivalent.

9. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Organising and prioritising workload based on the needs of the service.

Using and updating databases, producing reports and statistics for the team and wider distribution, on a regular and ad hoc basis eg waiting lists, attendance management information.

Maintain office equipment, reporting faults and escalating problems appropriately

Maintaining relevant databases

Communicating with staff at all levels in the Trust and with outside agencies, on the telephone, by letter/email and in person, in a professional and competent manner.

To respond to written and telephone enquiries in a polite and helpful manner, prioritising messages and distributing appropriately to ensure necessary action/response.

Attend meetings, as and when required, taking minutes and appropriate follow up actions.

Arranging travel and accommodation for patients as appropriate.

Person Specification

Qualifications

Essential

Good standard of education to minimum of GCSE Level

Desirable

Willing to undergo additional training

Experience

Essential

Knowledge of patient administration processes
Experience of managing staff and HR processes
Experience of managing waiting lists
Knowledge of IT - able to use IT Systems, or be willing to learn

Desirable

Experience using LTHT systems
Understanding of LTHT policies and processes
Service development or implementation of change

Skills and Behaviours

Essential

Willingness to undertake personal development and learn new skills.
Organisational and time management skills
Professional attitude to work
Able to keep calm under pressure
Ability to prioritise workload and workload of a team

Desirable

Ability to adapt to changes in circumstances

Person Specification

Qualifications

Essential

Good standard of education to minimum of GCSE Level

Desirable

Willing to undergo additional training

Experience

Essential

Knowledge of patient administration processes
Experience of managing staff and HR processes
Experience of managing waiting lists
Knowledge of IT - able to use IT Systems, or be willing to learn

Desirable

Experience using LTHT systems
Understanding of LTHT policies and processes
Service development or implementation of change

Skills and Behaviours

Essential

Willingness to undertake personal development and learn new skills.
Organisational and time management skills
Professional attitude to work
Able to keep calm under pressure
Ability to prioritise workload and workload of a team

Desirable

Ability to adapt to changes in circumstances

Employer details

Employer name

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)