Job Description

We have an opportunity for a Ward Administrator within our GRADE / Respiratory wards based at The Northern General Hospital. The successful candidates will be based on Robert Hadfield 1 & Huntsman 7.
One is a full-time position and the other a part-time position and you will be required predominantly to work Monday to Friday with the occasional weekend working and longer working day as part of a rota.
We are looking for highly motivated and enthusiastic people to join our existing ward teams.
You will work closely with a wide discipline of staff. The role is varied and requires a flexible approach. Ward based / knowledge is desirable with a range of administrative procedures including case note tracking.
One post is advertised on a fixed term contract basis for a period of a maximum of twelve months due to secondment of the substantive post holder. Where there is potential, the fixed term contract may finish early, or in the first instance, the fixed term contract may be extended due to the internal/external secondment of the substantive post holder. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts and secondments in relation to the substantive post holder.
Please also note any secondment must first be agreed with your current line manager.
Main duties of the job
Working under direct supervision of the senior nursing team, the successful candidate will demonstrate the trust PROUD values and have an active voice in our service improvement projects.
Applicants will be educated to GCSE level, including English at grade C/4 or above (or equivalent) and have significant clerical experience working with the public. The applicant will work effectively as part of a team, demonstrating excellent communication and interpersonal skills and have a high regard for confidentiality.
Previous NHS experience, an NVQ 2 in Business Administration and previous experience with computers and Hospital Administration Systems are desirable.
Applicants should be able to demonstrate that you can work independently and use your initiative to prioritise and complete conflicting demands in a timely and effective manner.
Excellent verbal and written communication skills and team working are essential for this role.
As part of the team you would be responsible for the maintenance of patient records, computer data input and general clerical duties. In this role it will be necessary to liaise with other departments throughout the hospital and be responsible for greeting and managing the flow of visitors to the units.
About us
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.
GRaDE Care Group is comprised of 3 clinical directorates:

• Diabetes and Endocrinology
• Gastroenterology and Hepatology
• Respiratory Medicine

All three directorates operate on the Northern and Central campus' although the acute admitting base for all of the specialties is at the Northern General Hospital. The Care Group has 11 acute base wards at the Northern General Hospital and one acute and one elective base ward at the Central Campus. Outpatient services operate on both campus' and are supported by the Patient Booking Hub at the Royal Hallamshire Hospital.
Details
Date posted
15 September 2025
Pay scheme
Agenda for change
Band
Band 3
Salary
24,937 to 26,598 a year per annum pro rata for part time staff
Contract
Fixed term
Duration
12 months
Working pattern
Full-time, Part-time
Reference number
190-0777-DIR-S
Job locations
Northern General Hospital
Herries Road
Sheffield
S5 7AU
Job description
Job responsibilities
Please view the attached 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. Job description
Job responsibilities
Please view the attached 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
Qualifications
Essential

• Educated to GCSE level (or equivalent) at grade C/4 or above in English and Maths or equivalent experience.
• Evidence of a good standard of written and spoken English e.g. previous qualifications or evidence of previous presentations
• Use of hospital IT systems e.g. Lorenzo, e-whiteboard
• Demonstrate ability to learn new skills e.g. evidence of previous study
• Evidence of study at NVQ level 3 or above

Desirable

• Aware of how to use Excel and Access

Experience
Essential

• Telephone / receptionist / clerical experience
• Ability to create and maintain systems from which information can be produced
• Ability to write reports on discharge data and to communicate this information to all levels of clinical staff

Desirable

• Previous NHS experience
• Experience of working in a clinical environment

Knowledge
Essential

• Basic computer skills
• Understanding of patient confidentiality

Skills / abilities
Essential

• Able to communicate information using a variety of written and verbal communication skills
• Demonstrates clear listening and oral communication skills
• Ability to communicate with the general public
• Ability to project professional manner and approach
• Team player, helps others within the team when required
• Provides and receives information which requires tact and persuasive skills and where there are barriers to communication
• Understands and practices the principles of confidentiality
• Able to minimise interpersonal conflict
• Ability to promote good working relationships
• Ability to write reports based on patient satisfaction surveys and communicate this data at ward level
• Effective communicator
• Good organisation skills
• Good customer relationship skills

Personal Qualities
Essential

• Flexible attitude to work
• Work well in a team
• Able to motivate self and others
• Willingness to learn and adapt to changes

Analytical and judgement skills
Essential

• Good organisational skills
• Able to work using own initiative
• Prioritises / reprioritises own workload to co-ordinate deadlines as determined by others
• Ability to solve problems within well-defined policies and procedures
• Proactive at problem solving using knowledge, initiative and experience
• Ability to analyse information from various known sources

Planning and organisational skills
Essential

• Plan and organise own time, completing demands and deadlines and prioritise own workload on a daily basis to meet the demands of the department
• Willingness to learn Word and Excel
• Ability to forward plan and prepare documents relating to discharge data

Physical skills
Essential

• Able to deliver basic nursing duties to ensure patient comfort and safety
• Typing reports and spreadsheets and ability to use a keyboard
• Takes responsibility for own health and demonstrates awareness of mechanisms for support
• Ability to walk distances to collect and deliver items
• Physical ability to transfer patients to other wards throughout the hospital

Other requirements specific to the role
Essential

• Ability to be challenging and work in new ways

Person Specification
Qualifications
Essential

• Educated to GCSE level (or equivalent) at grade C/4 or above in English and Maths or equivalent experience.
• Evidence of a good standard of written and spoken English e.g. previous qualifications or evidence of previous presentations
• Use of hospital IT systems e.g. Lorenzo, e-whiteboard
• Demonstrate ability to learn new skills e.g. evidence of previous study
• Evidence of study at NVQ level 3 or above

Desirable

• Aware of how to use Excel and Access

Experience
Essential

• Telephone / receptionist / clerical experience
• Ability to create and maintain systems from which information can be produced
• Ability to write reports on discharge data and to communicate this information to all levels of clinical staff

Desirable

• Previous NHS experience
• Experience of working in a clinical environment

Knowledge
Essential

• Basic computer skills
• Understanding of patient confidentiality

Skills / abilities
Essential

• Able to communicate information using a variety of written and verbal communication skills
• Demonstrates clear listening and oral communication skills
• Ability to communicate with the general public
• Ability to project professional manner and approach
• Team player, helps others within the team when required
• Provides and receives information which requires tact and persuasive skills and where there are barriers to communication
• Understands and practices the principles of confidentiality
• Able to minimise interpersonal conflict
• Ability to promote good working relationships
• Ability to write reports based on patient satisfaction surveys and communicate this data at ward level
• Effective communicator
• Good organisation skills
• Good customer relationship skills

Personal Qualities
Essential

• Flexible attitude to work
• Work well in a team
• Able to motivate self and others
• Willingness to learn and adapt to changes

Analytical and judgement skills
Essential

• Good organisational skills
• Able to work using own initiative
• Prioritises / reprioritises own workload to co-ordinate deadlines as determined by others
• Ability to solve problems within well-defined policies and procedures
• Proactive at problem solving using knowledge, initiative and experience
• Ability to analyse information from various known sources

Planning and organisational skills
Essential

• Plan and organise own time, completing demands and deadlines and prioritise own workload on a daily basis to meet the demands of the department
• Willingness to learn Word and Excel
• Ability to forward plan and prepare documents relating to discharge data

Physical skills
Essential

• Able to deliver basic nursing duties to ensure patient comfort and safety
• Typing reports and spreadsheets and ability to use a keyboard
• Takes responsibility for own health and demonstrates awareness of mechanisms for support
• Ability to walk distances to collect and deliver items
• Physical ability to transfer patients to other wards throughout the hospital

Other requirements specific to the role
Essential

• Ability to be challenging and work in new ways

Skills Required