Job vacancy: Administration Officer, Sheffield Teaching Hospitals NHS Foundation Trust, Sheffield

Job summary

Main area: Administration
Grade: NHS AfC: Band 3
Contract: Permanent
Hours: Full time - 35 hours per week (The post will include weekend and bank holiday working. The hours can be worked over 4 or 5 days per week.)
Job ref: 190-9087-DIR-S

Employer: Sheffield Teaching Hospitals NHS Foundation Trust
Employer type: NHS
Site: Northern General Hospital
Town: Sheffield
Salary: £24,937 - £26,598 pa/pro rata for part time staff
Salary period: Yearly
Closing: 23/11/2025 23:59
Interview date: 02/12/2025

Administration Officer

NHS AfC: Band 3

We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated so whilst you care for our patients and clients, we’ll take care of you. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes , health and wellbeing packages and financial support systems. Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.

Detailed job description and main responsibilities

Please view the attached Job Description and Person Specification documents for full details regarding this post.

When completing your application please ensure that you clearly demonstrate how you meet the role criteria.

Person specification

Special Skills/Aptitudes

Essential criteria

Excellent organisational skills, along with the ability to prioritise your own varied workload and meet deadlines.
Excellent telephone manner, demonstrating empathy, efficiency and patience at all times.
Confidence to enter information directly onto the patient record, requiring a very high level of accuracy and good grammar.
Able to understand, demonstrate and maintain confidentiality and security within the service, along with the ability to process personal details in an appropriate and sensitive manner.
Ability to communicate with professionals across a range of agencies and services in a professional manner.
Ability to work as part of a team, yet also have the ability to act on own initiative and to specific instruction, whilst remaining driven to support the delivery of excellent patient care.
Able to work under pressure and in a busy environment, whilst remaining calm and polite.
Ability to multi-task.
Willingness to work flexible hours to meet the requirements of the service.
Good interpersonal, oral, and written communication skills.

Desirable criteria

Ability to identify areas for improvement/development to streamline processes.

Further Training

Essential criteria

High level of Customer Care/Service skills demonstrated by course or experience.

Desirable criteria

Customer Service qualification.

Qualifications

Essential criteria

GCSEs in English and Mathematics, at grade 4/C or above or equivalent qualification/experience.
NVQ Level 3 in Business Administration or equivalent qualification/experience.
OCR II or equivalent in Word Processing/typing or equivalent qualification/experience.

Desirable criteria

ECDL Parts I and II

Experience

Essential criteria

Appropriate experience in an administrative role within an office environment.
Microsoft Office skills at intermediate level – Word, Excel and Outlook, e.g. demonstrated by short courses or experience.
Experience of working with minimum supervision.

Desirable criteria

Experience of working within a healthcare setting.
Basic knowledge of Primary and/or Community Healthcare.
Experience of Patient Health Record Systems, such as SystmOne.
Ability to maintain accurate written records and statistics.
Basic knowledge of the NHS.
Knowledge of Insight system.

Please note that in order to comply with the UK Government’s rules on Skilled Worker sponsorship, any applicants who do not meet the eligibility requirements or concessions on salary thresholds under the Skilled Worker visa will not be eligible to receive sponsorship from the Trust. Please keep this in mind when submitting your application. Further details on these concessions, and who qualifies for them, can be found here.

Candidates are advised to read the attached guidance on using AI technology. When you complete your application, you are required to declare that the information in your application form is true and complete. The personal statement is exactly that; personal.

When selecting to apply via NHS Jobs, you will be redirected to our preferred recruitment system called Trac. You will be asked to create and submit your application via the Trac recruitment system.

You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. All communications should be sent via your Trac system account.

If you are offered employment at Sheffield Teaching Hospitals your information will be transferred from the Trac recruitment system into the national NHS Electronic Staff Records system. In addition, in submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.

Please note, all communication regarding your application will be made via email sent via the Trac recruitment system, please ensure you check your junk/spam folders as emails are sometimes filtered there.

The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community. Should you require any assistance in applying for the position please contact the General or Medical Human Resources Departments on the number identified on the NHS Jobs page for the organisation.

Job Share applicants are welcome for all full time posts unless indicated but cannot be guaranteed. In addition for Fixed Term Contracts, internal secondments may be considered, please seek the approval of your current line manager before applying for the position.

All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken.

For more information about our organisation and the opportunities available, please visit our website and follow us on Twitter and Facebook