Administrative Officer - Obstetrics

To provide administrative and clerical support to the Obstetrics Department. The post holder will provide comprehensive administrative support across Antenatal Services, with a particular focus on Fetal Medicine, Fetal Assessment, and specialist services such as the Multiples Pregnancy Service.

Main duties of the job:

• The post holder will be responsible for the provision of a full and effective administrative and clerical support service to all areas of Obstetrics Services.
• They will also be responsible for inputting data onto the departmental database system and producing reports as required.
• The post holder will be expected to arrange and plan their own work on a day-to-day basis within the overall demands and priorities of the department.

Job responsibilities:

• FMU referrals and bookings: Ensures referrals are actioned and appointments are booked in a timely manner.
• Maintain electronic databases and patient administration systems, ensuring all information is accurate, current, and complete.
• Support service audits by collecting and inputting data as required.
• Support compliance with national screening programme requirements and associated audits.
• Maintain accurate, timely, and confidential records in accordance with Trust policies and information governance standards.
• Communicate effectively and sensitively with women and their families, responding to queries and providing clear appointment information.
• Liaise with clinical teams and other administrative staff to ensure smooth patient pathways.
• FAU routine and urgent appointment booking: Support the management of routine and urgent referrals into the Fetal Assessment Unit.
• Prioritise workload appropriately, recognising urgent clinical needs and escalating concerns to senior staff when required.
• Ensure appointments are booked, amended, or cancelled in a timely manner and systems are updated accordingly.
• Specialist Antenatal Services: Provide administrative support to specialist services, including (but not limited to) the Multiple Pregnancy service.
• Support the coordination of care pathways to ensure women access specialist appointments in a timely and organised way.
• Liaise with multidisciplinary teams to support continuity of care.

This list is not exhaustive and provides examples of the day-to-day duties of the role. The post holder will be expected to adapt to service needs and support the wider obstetrics administrative function as required.

What you will bring to the role:

• You will play a key role in ensuring patient pathways are managed efficiently and in line with Trust policies and national guidelines, maintaining accurate and up to date patient administration systems.
• The role includes managing routine and urgent referrals, supporting national screening programmes, and contributing to audit and service improvement work through accurate data collection and monitoring.
• The successful candidate will communicate effectively and sensitively with women, families, and members of the multidisciplinary team.
• You will demonstrate excellent organisational skills, attention to detail, and the ability to prioritise your workload within a busy and sometimes demanding environment.
• Flexibility is essential, as the role will also involve providing administrative support across the wider obstetrics service in line with service needs.

Contact: Michaela Wardman, Patient Services Coordinator, michaela.wardman@nhs.net

About Leeds Teaching Hospital NHS Trust:

Our values are part of what makes us different from other trusts. They have been developed by our staff and set out what they see as important to how we work. Our five values are: Patient-centred, Collaborative, Fair, Accountable, Empowered. All our actions and endeavours will be guided and evaluated through these values.

We’re committed to recruiting exceptional people to deliver outstanding services across Leeds Teaching Hospitals NHS Trust and helping every colleague reach their full potential. We’re looking for a compassionate, inclusive, and collaborative leader who shares our values and can build strong partnerships. We warmly invite applications from people from a variety of backgrounds and sectors, and are especially keen to hear from individuals from a minority ethnic background. We’re dedicated to creating a diverse and inclusive environment where everyone feels valued, supported, and has a true sense of belonging, as we work together to deliver the best in healthcare to the people of Leeds and beyond.

Sponsorship Eligibility: To comply with UK Government regulations on Skilled Worker sponsorship, Leeds Teaching Hospital NHS Trust is unable to provide sponsorship to applicants who do not meet the eligibility criteria or the salary threshold concessions set out under the Skilled Worker visa route. Please take this into consideration before submitting your application.

Person Specification:

• Qualifications: GCSE in English and Maths or Equivalent.
• Experience: Knowledge of a wide range of administrative procedures including finance.
• Understanding of working in a complex organisation.
• Knowledge of databases and how to generate reports.

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.