Job summary
We are looking for a Band 2 Admin Assistant and Receptionist to join the Sleep Service within Respiratory Medicine at Trafford General Hospital. This is a full-time administrative role supporting a high-demand clinical service. The successful candidate will be responsible for assisting in clinic coordination, reception duties, patient record management, and providing essential administrative support to the wider medical team.
If you have strong communication skills, a proactive approach, and experience in a administrative setting, we encourage you to apply.
Main duties of the job
Reception & Customer Service: Provide a welcoming and efficient reception service, dealing with patients, relatives, and healthcare professionals in a professional and empathetic manner.
Appointment & Referral Management: Assist in ensuring patients are seen in a timely manner by following waiting list guidelines and appointment scheduling policies.
Data Entry & Records Management: Accurately record and update patient details and activities using the Trust HIVE Electronic Patient Record System.
Telephone & Communication Support: Answer and record incoming calls, respond to queries, and liaise with internal teams, GPs, and external organisations.
Clinic Administration: Assist in clinic preparations, ensure all relevant paperwork is available, and manage patient information literature and stock levels.
Process Coordination: Support patient transport arrangements, interpretation services, and compliance with data quality standards.
Escalation & Issue Resolution: Recognize and escalate any service issues or patient concerns to the Admin Team Leader or senior staff.
General Administrative Duties: Distribute mail, process routine clerical tasks, and assist in the maintenance of office supplies and stock control.
This role is crucial in supporting efficiency, smooth patient flow, and high standards of customer service within the Sleep Service.
About us
MFT is one of the largest NHS Trust In England with a turnover of over £3bn & is on a different scale than most other NHS Trusts. We're creating an exceptional integrated health & social care system for the 1 million patients who rely on our services every year.
Bringing together 10 hospitals & community services from across Manchester, Trafford & beyond, we champion collaborative working & transformation, encouraging our 30,000 workforce to pursue their most ambitious goals. We set standards that other Trusts seek to emulate so you'll benefit from a scale of opportunity that is nothing short of extraordinary.
We've also created a digitally enabled organisation to improve clinical quality, patient & staff experience, operational effectiveness & driving research, and innovation through the introduction of Hive; our Electronic Patient Record system which launched in September 2022.
We're proud to be a major academic Research Centre & Education provider, providing you with a robust infrastructure to encourage and facilitate high-quality research programmes. What's more, we're excited to be embarking on our Green Plan which sets out how MFT continues to play its part in making healthcare more sustainable.
At MFT, we create and foster a culture of inclusion and belonging, provide equal opportunities for career development that are fair, open, and transparent, protecting your health and wellbeing and shaping the future of our organisation together.
Job description
Job responsibilities
To find out more about the key responsibilities and the specific skills and experience youll need, take a look at the Job Description & Person Specification attachments under the Supporting Documents heading. So that youre even more equipped to make an informed decision to apply to us, youll need to take time to read the Candidate Essentials Guide that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how we care for you as you care for others. Most importantly, it also contains critical information youll need to be aware of before you submit an application form.
Diversity Matters
MFT is committed to promoting equality of opportunity, celebrating, and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, email our team at resourcing@mft.nhs.uk.
Were looking forward to hearing from you!
Job description
Job responsibilities
To find out more about the key responsibilities and the specific skills and experience youll need, take a look at the Job Description & Person Specification attachments under the Supporting Documents heading. So that youre even more equipped to make an informed decision to apply to us, youll need to take time to read the Candidate Essentials Guide that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how we care for you as you care for others. Most importantly, it also contains critical information youll need to be aware of before you submit an application form.
Diversity Matters
MFT is committed to promoting equality of opportunity, celebrating, and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, email our team at resourcing@mft.nhs.uk.
Were looking forward to hearing from you!
Person Specification
Qualifications
Essential
- General education to GCSE standard (including English)
- Willingness to undertake further training in NHS systems
Desirable
- NVQ Level 2 or equivalent in Administration or Business.
- Training in customer service or communication skills.
- Training in customer service or communication skills
Experience
Essential
- Experience in a customer service or administrative role
- Experience dealing with customers or members of the public, either faceto-face or over the phone.
Desirable
- Previous NHS or healthcare administration experience
- Experience using electronic patient record systems
- Familiarity with booking appointments and handling sensitive data.
Skills & Knowledge
Essential
- Proficient in Microsoft Office applications (Word, Outlook, Excel).
- Good verbal and written communication skills.
- Ability to manage time effectively and prioritise workload
- Understanding of confidentiality and data protection standards.
- Ability to work both independently and as part of a team.
Desirable
- Knowledge of NHS systems and patient access policies.
- Understanding of Accessible Information Standards
- Basic awareness of safeguarding and infection control procedures
Person Specification
Qualifications
Essential
- General education to GCSE standard (including English)
- Willingness to undertake further training in NHS systems
Desirable
- NVQ Level 2 or equivalent in Administration or Business.
- Training in customer service or communication skills.
- Training in customer service or communication skills
Experience
Essential
- Experience in a customer service or administrative role
- Experience dealing with customers or members of the public, either faceto-face or over the phone.
Desirable
- Previous NHS or healthcare administration experience
- Experience using electronic patient record systems
- Familiarity with booking appointments and handling sensitive data.
Skills & Knowledge
Essential
- Proficient in Microsoft Office applications (Word, Outlook, Excel).
- Good verbal and written communication skills.
- Ability to manage time effectively and prioritise workload
- Understanding of confidentiality and data protection standards.
- Ability to work both independently and as part of a team.
Desirable
- Knowledge of NHS systems and patient access policies.
- Understanding of Accessible Information Standards
- Basic awareness of safeguarding and infection control procedures
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.
