Senior Administration Assistant

Main area: Medicine

Grade: NHS AfC: Band 3

Contract: Permanent

Hours: Part time, Flexible working, 15 hours per week (9am to 5pm Monday to Friday, 2 days per week with the requirement for flexibility)

Site: Royal Albert Edward Infirmary, Town Wigan

Salary: £25,760 - £27,476 per annum, pro rata

Closing: 07/06/2026 23:59

Job overview: We are looking for an enthusiastic, friendly, confident, empathetic Administration Assistant to join our very busy and dynamic clerical team within the COPD/Oxygen Department. You will be required to advise and supervise clerical staff, plan and book appointments and keep accurate written records. There will be some statistical/audit work required. You will need to possess excellent communication skills, analytical skills and decision-making skills and be confident and empathetic when dealing with highly stressful situations.

This vacancy may close early if a sufficient number of applications are received.

Main duties of the job:

• To advise and supervise clerical staff, plan and book appointments and keep accurate written records.
• Type and send outcome letters to multidisciplinary team following nurse led assessments.
• Some statistical/audit work will be required.
• Be competent on trust IT systems and telecoms.
• Work well within a team as well as on their own initiative.
• Work collaboratively with GP and community partners.

Detailed job description and main responsibilities:

• Supervises and prioritises the workload of the clerical team.
• Work flexibly with other staff to maintain an efficient service, especially in times of absence (leave/sickness) to ensure adequate cover is provided.
• Maintains the Oxygen Service diaries and electronic templates by co-ordinating appointments for the service.
• Manage Outpatients appointments.
• Lead nurse diary meetings etc.
• Advise Oxygen Lead nurse of trends in referral/waiting times for appointments in line with targets.
• Monitors attendances and DNAs, reports to lead nurse and ensure appropriate follow ups are arranged as per protocol.
• Act as first point of contact for all communications to the service.
• Filter and prioritise communications for the lead nurse and the wider team.
• Receive and process mail, referral letters and telephone calls.
• Establish and maintain effective and efficient filing systems.
• Produce reports using Microsoft/Excel applications.
• Data input of service/patient results.
• Exercise judgement when dealing with patient enquiries (some calls are of an emotional distressing nature) and call lead nurse/sister when required.
• Responsible for ordering stationary/office/medical equipment.
• Responsible for the implementation and maintenance of systems within the service eg EPR, Patient Centre.
• Constantly review working practices and implement change where required.
• Represent the clerical staff at meetings where policy and service development/changes are discussed.
• Combination of sitting for lengthy periods and walking, touch typing, telephone enquiries, inputting data and word processing most of the day.
• Required to sort, file, handle bundles of notes daily required to manoeuvre within the medical library and note trolleys.
• Frequently concentrate on multiple tasks throughout the day coping with interruptions.
• Dealing with phone calls.
• Booking and rearranging clinics.
• Deal with queries from patients and staff.
• Required to give patients news that appointments have been cancelled and rearranged.
• Direct exposure to sensitive patient information whilst handling medical records/taking phone calls.

Person specification:

• Educated to GCSE level or equivalent or able to demonstrate equivalent level of experience.
• AMSPAR or equivalent knowledge.
• RSA 1 or equivalent.

• Within a healthcare setting.
• Administrative and clerical.
• Databases and spreadsheets.
• Secretarial.

• Communicate with others effectively using a variety of methods.
• Spreadsheets and databases.
• Time management.
• Prioritisation.
• Deadlines.
• Self-motivated.
• Customer care.
• Delegation.
• Work as part of a team.
• Work alone using own initiative.
• Flexible with the ability to work under changing conditions.
• Advanced keyboard skills.
• Drafting letters.

• Microsoft office programs including Word, PowerPoint and Excel.
• NHS IT systems and workflow.
• Knowledge of trust policies and procedures.

• Ability to work effectively both alone and as part of a team, with a commitment to deliver high standards of care.
• Reliable, flexible, responsive and proactive.
• Speak English to an appropriate standard relevant to their role i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.