# Administrative Assistant

> NHS job listing from Job Clerk for Sandwell and West Birmingham Hospitals NHS Trust.

## Canonical URLs

- **HTML:** https://www.jobclerk.com/job/administrative-assistant/cfa7d92c-bd64-46d1-8e75-637c33b6e154
- **Markdown:** https://www.jobclerk.com/job/administrative-assistant/cfa7d92c-bd64-46d1-8e75-637c33b6e154.md

## Summary

- **Status:** Live
- **Employer:** Sandwell and West Birmingham Hospitals NHS Trust
- **Town:** West Bromwich
- **Region:** Midlands
- **Country:** England
- **Profession:** Administrative and IT
- **Grade:** Band 2
- **Salary:** £25,272 pro rata per annum
- **Contract type:** Permanent: 22 hours over 4 days
- **Employment type:** Part time - 22 hours per week (Weekday cover)
- **Closing date:** 2026-08-06T23:59:00.000Z
- **Posted:** 2026-07-23T11:53:22.261Z
- **Source information URL:** https://www.healthjobsuk.com/job/UK/Birmingham_Black_Country/West_Bromwich/Sandwell_West_Birmingham_NHS_Trust/Community_Medicine/Community_Medicine-v8031361
- **Application URL:** https://apps.trac.jobs/job-advert/8031361?ShowJobAdvert=&feedid=9002
- **Employer website:** https://www.swbh.nhs.uk

## Job Content

### Job overview

The Administrative Assistant will work within the Orthotics Department as part of the Primary Care Community and Therapies Clinical Group. The role involves delivering a comprehensive and efficient administrative service, including referral processing, appointment booking, and managing orthotic devices from receipt to distribution. The post holder will act as the first point of contact for patients, carers, and referring agencies, ensuring smooth access to services.

### Main duties of the job

- Provide receptionist and first-line contact services (face-to-face and telephone).
- Process referrals on electronic patient record systems (IPM, Unity, CSS) and transmit to the triaging team within agreed timescales.
- Book appointments, device collection slots, and arrange interpreters where necessary.
- Place and chase orders for orthotic devices using the Trust’s ordering system.
- Prepare clinics to ensure devices are ready for dispensing.
- Maintain accurate documentation of device orders, receipt, and dispatch.
- Undertake general clerical tasks such as filing and scanning.
- Work flexibly across services during staff shortages and participate in weekend/bank holiday rotas.
- Receive and sort stock deliveries, which will involve physical effort and adherence to manual handling guidelines.
- Use IT systems proficiently to raise orders and process invoices.

### Detailed job description and main responsibilities

Please refer to the detailed job description and personal specification attached to this job advert.

## Person Specification

### Experience

**Essential**

- Recent experience of working in the NHS

**Desirable**

- Any previous administration and clerical experience

### Qualifications

**Essential**

- GCSE English and Maths or Equivalent
- IT literate (use of word, excel, one drive, MS Office, powerpoint or IT qualification, such as CLAIT, Transcription etc)

**Desirable**

- ECDL or NVQ Customer care or equivalent qualification

### Knowledge and Skills

**Essential**

- Ability to handle physical tasks (receiving/sorting stock and manual handling)
- Excellent communication and organisational skills
- Knowledge and awareness of NHS waiting list challenges
- Knowledge in Data Protection and GDPR
- Computer skills (keyboard) and good numeracy skills

**Desirable**

- Knowledge of NHS based applications (unity, IPM, CSS, Medway and Systemone)

## Documents

- [swb- sustainability (pdf, 49.1kb)](https://www.healthjobsuk.com/documents?edoc=2657)
- [candidate briefing pack (pdf, 1.3mb)](https://www.healthjobsuk.com/documents?edoc=2982)
- [administration assistant ps (pdf, 39.5kb)](https://www.healthjobsuk.com/documents?vdoc=10318915)
- [administration assistant jd (pdf, 113.4kb)](https://www.healthjobsuk.com/documents?vdoc=10318914)
- [swb reward & recognition guide (pdf, 704.4kb)](https://www.healthjobsuk.com/documents?edoc=2604)
- [flexible working document – healthier futures (pdf, 1.1mb)](https://www.healthjobsuk.com/documents?edoc=2437)

## Agent Notes

- This Markdown page is generated from the same Job Clerk job record as the HTML job detail page.
- Use the canonical HTML URL for user-facing references.
- Use the application URL when the user wants to apply on the source NHS site.