Administration Assistant

3VHealthcare Ltd have been commissioned by the NHS since 2008 and are graded as 'Good' with areas of outstanding by the CQC.

We are looking for an Administration Assistant to join our busy team based in Chapel-en-le-Frith and providing support to outpatient clinics within Derbyshire and Cheshire.

The successful applicant will work within the business providing high quality administration support to patients and colleagues.

The post holder will work closely with the Service Managers, Clinicians and other administration staff to ensure our patients experience a safe and smooth pathway through the service.

Please be aware that this role is not eligible for visa sponsorship. Applicants must already have the legal right to work in the UK.

JOB DESCRIPTION

Job title: Administration Assistant

Location: 3VHealthcare Ltd, Chapel-en-le-Frith.

Hours: hours per week - Monday-Friday with occasional Saturdays to meet the needs of the service

Pay: £12.21 per hour

Responsible to: Head of Business &Operations and Business & Information Manager

Job Purpose

The post holder will work within the organisation providing high quality administration support across all aspects of the business. They will be responsible for a range of duties from processing referrals to arranging appointments, clinic preparation and outcomes and dealing with general enquiries. The post holder will work closely with the service managers, clinicians and other team members to ensure patients experience a safe and smooth pathway through the service.

The post holder will also be required to contribute to the improvement and development of the service.

Duties and Responsibilities

The below sections outline some of the main duties and responsibilities of the post holder. This is not an exhaustive or inflexible list and the post holder may be required to undertake other duties to support the needs of the organisation.

Administration Support

· Welcome patients, relatives and other visitors to clinics providing clear instructions and information regarding their appointments.

· Provide advice and support to patients and referrers over the telephone via incoming calls.

· Assist with management of office answerphones and action or escalate tasks as appropriate.

· Provide help and advice to patients in clinic settings.

· Register Patients accurately onto the Patient Administration Systems.

· Action and process referrals received via email and the NHS e-referral service.

· Book, adjust and cancel patient's appointments as required.

· Regularly undertake telephone contact to confirm appointments with patients.

· Assist service managers with input of data and associated administration tasks as required.

· Upload dictations to allocated typing services.

· Upload documents to the patient administration system.

· Ensure all stock levels are maintained and accurately recorded.

· Arrange further investigations at Hospitals when required.

· Book and cancel clinic rooms at host locations.

Communication

· Understand the roles and responsibilities of all team members to ensure appropriate, effective and timely communication of information.

· Adhere to the organisations Data Protection Policies at all times when communicating with patients, carers, colleagues and outside providers.

· Deal sensitively with patients and carers, providing appropriate support, information and advice.

· Ensure accurate and secure record keeping using approved systems.

Quality and Service Improvement

· Assist in the management of waiting list times and improved access to the service.

· Report any concerns regarding standards to an appropriate manager or the Board of Directors.

Personal development and education

· Develop the scope of his/her skills to meet the needs of the service and undertake any necessary training required due to the changing needs of patients and the service.

· Share knowledge and assist in the orientation of new members of staff.

· Actively participate in staff meetings to promote development of the organisation.

· Actively participate in regular Personal Development Reviews.

Knowledge and Training

Personal Qualities

Essential

• Flexible with regard to working arrangements to suit the demands of the service.
• Good time management skills.
• Performs well under pressure.

Desirable

• A team worker who can demonstrate a collaborative approach to teamwork.
• Full clean UK driver's license – Employees must have insurance on their vehicle policy for Business use.

Research and Training

Essential

• Evidence of continued professional development.

Desirable

• Knowledge of professional issues and innovations in clinical practice.

Qualifications

Essential

• 3 GCSEs or equivalent (including English).
• IT skills (e.g. Microsoft office package)
• Health and social care training or work based experience.

Desirable

• Typing qualification.
• IT skills (e.g. EMIS or other patient administration systems)

Experience

Essential

• Administration work-based experience.
• Must be able to work on own initiative as well as within a team.
• Hospital or healthcare work-based experience dealing with patients and/or public.

Desirable

• Typing qualification
• IT skills (e.g. EMIS or other patient administration systems)

Skills

Essential

• Able to communicate effectively with all members of the team.
• Familiarity with medical setting.
• Ability to work without direct supervision.
• A high standard of inter-personal skills.
• IT skills.

Desirable

• Ability to prioritise workload.

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.

TERMS AND CONDITIONS

Grade and salary: £12.21 per hour

Hours of work: hours per week - Monday-Friday with occasional Saturdays to meet the needs of the service

Annual leave: Pro rata

If Unsuccessful:

If you have NOT heard from us within 4 WEEKS of the closing date, then we regret that your application has not been successful on this occasion.

Equal Opportunities:

We believe that all staff should be treated equally in employment. We will not discriminate against any member of staff, or job applicant, on grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion and belief, sex and sexual orientation.

Disclosure checks:

We carry out criminal record checks (CBS) on all new staff at 3VHealthcare Ltd via CBS Screening. Upon successful appointment new staff are required to supply 3VHealthcare Ltd with all necessary information required for this check to be carried out.

Only personal data that is required will be kept in a confidential staff file and all other information will be securely destroyed after use.

The Rehabilitation of Offenders Act does not apply to this post.

Tobacco policy:

When selecting staff, we do not discriminate against applicants who smoke, but staff must observe our policy on smoking.

Health and Safety at Work:

You must take responsibility for the health and safety of yourself and anyone else who may be affected by what you do at work. You must also co-operate with us to make sure that we keep to legal and organisational safety regulations.

Right to work:

Unfortunately, we are unable to consider applications from individuals who require sponsorship to work in the UK. All applicants must have the right to work in the UK at the time of application.

Job Types: Full-time, Part-time, Permanent

Pay: £12.21 per hour

Expected hours: 25 – 37.5 per week

Benefits:

• Company pension

Application question(s):

• Do you hold a full clean driving license?

Education:

• GCSE or equivalent (preferred)

Experience:

• Healthcare or Administration: 2 years (required)

Work Location: In person

Application deadline: 04/01/2026