Herefordshire and Worcestershire Health and Care NHS Trust

Administrator / Receptionist

The closing date is 21 September 2025

Job summary

An exciting opportunity has arisen for an organised, motivated, and enthusiastic Administrator/Receptionist to join our Childrens Short Stay Service based at Osborne Court, Malvern. Short breaks provide parents and carers with a much-needed rest from caring responsibilities. The role is Band 3 and is part time 22.5 hours a week. The salary quoted is pro rata for part time hours.

The post holder will provide clerical and administrative support to enable the team to deliver an efficient and effective service.

You must be a team player who is able to juggle priorities in an accurate way that aids the support of not just the clinicians but the extended admin and clinical teams also.

Main duties of the job

We are looking for someone with strong administrative skills including IT, MS office & Teams. You will also have excellent communications skills. Your main role will be the first point of contact for the team. You will need to take messages clearly and deal with information that is both confidential and sensitive and occasionally distressing in nature. You will be supporting the clinicians preparing data and presenting this appropriately for Ofsted. Booking of transport and accommodation is also part of this role.

You will work alongside the administrative team as well as a range of clinical staff providing any needed support.

This is a demanding but rewarding role that would best suit a self-motivated & driven individual with a keen eye for detail. You may be required to work independently or as part of a team and have the desire to go that extra mile.

Direct communication with families & carers answering queries and concerns

Ensure compliance with data protection & GDPR.

About us

At Herefordshire and Worcestershire Health and Care NHS Trust, 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 Trusts understanding of where you gained interest in working for the Trust.

Date posted

08 September 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year

Contract

Permanent

Working pattern

Part-time

Reference number

C9798-1642

Job locations

Osborne Court

Osborne Road

Malvern

Worcestershire

WR14 1JE

Job description

Job responsibilities

A typical day as an administrator may involve:

Maintaining patient records effectively and accurately
Receptionist and general office duties such as typing, scanning, photocopying, printing
Scheduling appointments and meetings
Booking of patients transport and accommodation
Handling correspondence ingoing and outgoing mail
Handling queries over the telephone and face to face from staff, families, carers and external agencies
Monitoring the Team inbox
Assisting the team with various administrative tasks
Always adhering to data protection and confidentiality

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

Job description

Job responsibilities

A typical day as an administrator may involve:

Maintaining patient records effectively and accurately
Receptionist and general office duties such as typing, scanning, photocopying, printing
Scheduling appointments and meetings
Booking of patients transport and accommodation
Handling correspondence ingoing and outgoing mail
Handling queries over the telephone and face to face from staff, families, carers and external agencies
Monitoring the Team inbox
Assisting the team with various administrative tasks
Always adhering to data protection and confidentiality

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

Person Specification

Knowledge

Essential

Proficient in the use of Microsoft Office Packages
Knowledge of office procedures
Understanding of the confidential nature of the post

Skills & Abilities

Essential

Ability to communicate clearly and effectively in English in both verbal and written formats
Intermediate IT skills. These will be tested at interview
Numerate
Accuracy and attention to detail
Good organisational skills
Able to demonstrate the ability to use initiative effectively

Qualifications

Essential

Educated to academic Level 3 (e.g.: A-Level, NVQ3, OCR/RSA3, City and Guilds 3) in a Business/ Administration related subject
Or
Educated to academic Level 2 (e.g. GCSE Grade A-C) with considerable recent NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post.
I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.

Experience

Essential

Recent, relevant
Administrative/Secretarial experience (usually demonstrated by a minimum of 2 years experience)

Desirable

Previous relevant NHS experience

Person Specification

Knowledge

Essential

Proficient in the use of Microsoft Office Packages
Knowledge of office procedures
Understanding of the confidential nature of the post

Skills & Abilities

Essential

Ability to communicate clearly and effectively in English in both verbal and written formats
Intermediate IT skills. These will be tested at interview
Numerate
Accuracy and attention to detail
Good organisational skills
Able to demonstrate the ability to use initiative effectively

Qualifications

Essential

Educated to academic Level 3 (e.g.: A-Level, NVQ3, OCR/RSA3, City and Guilds 3) in a Business/ Administration related subject
Or
Educated to academic Level 2 (e.g. GCSE Grade A-C) with considerable recent NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post.
I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.

Experience

Essential

Recent, relevant
Administrative/Secretarial experience (usually demonstrated by a minimum of 2 years experience)

Desirable

Previous relevant NHS experience

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

Herefordshire and Worcestershire Health and Care NHS Trust

Address

Osborne Court

Osborne Road

Malvern

Worcestershire

WR14 1JE

Employer's website

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

Employer details

Employer name

Herefordshire and Worcestershire Health and Care NHS Trust

Address

Osborne Court

Osborne Road

Malvern

Worcestershire

WR14 1JE

Employer's website

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