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Job summary

Main area
Administrative/Reception
Grade
NHS AfC: Band 2
Contract
Permanent
Hours
  • Full time
  • Part time
  • Job share
37.5 hours per week (Monday to Friday)
Job ref
190-3022-DIR-S
Employer
Sheffield Teaching Hospitals NHS Foundation Trust
Employer type
NHS
Site
Cross site vacancy - based at Royal Hallamshire Hospital and Northern General Hospital
Town
Sheffield
Salary
£25,272 pa/pro rata for part time staff
Salary period
Yearly
Closing
20/10/2026 23:59
Interview date
04/11/2026

Employer heading

NHS

Receptionist/Clerical Officer

NHS AfC: Band 2

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.

Job overview

Applications are invited from motivated and enthusiastic individuals to join the NIHR Clinical Research Facilities (CRF):Sheffield team based at the Royal Hallamshire Hospital and Northern General Hospital, Sheffield.

The successful candidate will have experience working within an office or reception environment and be educated to GCSE level (or equivalent) in English and Maths. Previous experience in a public-facing role is essential, along with proficiency in Microsoft Office applications.

You will be able to work effectively in a busy environment, demonstrating a methodical and organised approach to your work. Strong communication skills, both written and verbal, are essential, as is the ability to work collaboratively as part of a team.

The ideal candidate will have proven experience of managing and prioritising workloads, meeting tight deadlines, and maintaining a high standard of accuracy while working under pressure. A proactive attitude and commitment to providing excellent administrative and customer service support will be key to success in this role.

 

Main duties of the job

Acting as the first point of contact for research participants, visitors and staff, providing a professional and welcoming reception service.

Managing participant appointments, bookings and attendance using the CRF booking and scheduling system.

Providing comprehensive administrative support, including correspondence, data entry, document management and record keeping.
Handling telephone, email and face-to-face enquiries in a timely and professional manner.

Maintaining accurate study documentation, service records and departmental databases.

Ordering and monitoring clinical and non-clinical stock, processing deliveries and maintaining supplies.

Coordinating meetings, room bookings, travel arrangements and other operational activities.

Managing incoming and outgoing post, filing systems and general office administration.

Supporting initiatives that enhance the experience of research participants and visitors.

Working collaboratively with colleagues across the Clinical Research Facilities and wider Trust.

Ensuring compliance with confidentiality, data protection, health and safety, and other Trust policies and procedures.

 

Working for our organisation

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

 

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

Education and Qualifications

Essential criteria
  • GCSE at Grade 4/C in English and Maths (or equivalent qualifications) or equivalent experience
Desirable criteria
  • NVQ Level II in Business Administration / Customer Service / IT

Experience

Essential criteria
  • Experience of working within an office environment
  • Experience of working in a public facing role
Desirable criteria
  • Relevant experience within the NHS

Further Training

Essential criteria
  • Knowledge of / experience of using information and/or customer service systems.
  • Working knowledge of Microsoft Office packages including Outlook, Excel and Word.
Desirable criteria
  • Previous experience Infoflex / 59R Software
  • Previous experience of PAS / SystmOne (area specific software)

Skills and Knowledge

Essential criteria
  • Understanding of data protection issues and the ability to maintain confidentiality
  • Excellent communication skills, with ability to deal with staff at all levels
  • Displays use of initiative with effective organisational skill
  • Ability to prioritise and work to strict/conflicting deadlines
  • On-going commitment to personal development

Employer certification / accreditation badges

Apprenticeships logoNo smoking policyDefence Employer Recognition Scheme (ERS) - SilverMindful employer.  Being positive about mental health.Disability confident employerStep into healthStonewall Proud Employers Accreditation is a benchmarking scheme that helps employers assess and improve LGBTQ+ inclusion at work. Trailblazer status recognises organisations leading change with outstanding commitment and impact.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Rachel Whelpton
Job title
Service Co-ordinator
Email address
[email protected]
Telephone number
0114 2713339
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