Administrative Co-ordinator

Administrative Co-ordinator

The closing date is 18 May 2026

An exciting opportunity has arisen for a motivated, enthusiastic, and reliable individual to join the Endocrinology and Diabetes Department at York Hospital, part of York and Scarborough Teaching Hospitals NHS Foundation Trust.

We are seeking a candidate to undertake the role of Administrative Co-ordinator. This is an excellent opportunity for the successful applicant to gain experience or further develop their knowledge within a Band 4 admin team leader role, supported by a service manager and operational team.

Applicants must possess exceptional secretarial and administrative skills. Previous experience within an NHS outpatient setting, particularly with clinic managment and creation skills would be advantageous.

The successful candidate will be able to work effectively under pressure, demonstrating strong organisational skills and the ability to prioritise the demands of a busy clinical service. A flexible, patient-centred approach is essential, along with the ability to manage time and workload efficiently.

This post will be primarily based at York Hospital, with occasional cross‑site working as required.

If you are currently employed by the Trust and you wish to apply for this role on a secondment basis, please seek permission from your current line manager before applying for the post.

Main duties of the job

The post will provide a varied and interesting workload including, but not limited to, the following key areas:

• To take a lead role in managing outpatient clinics for Diabetes and Endocrinology services, ensuring alignment with Government access targets.
• Monitor, maintain, and update electronic worklists, ensuring all tasks are actioned in a timely manner, and escalate where appropriate any patients at risk of breaching maximum waiting time targets for the specialty.
• Monitor clinician annual leave and absences, adjusting clinic templates accordingly to maintain service delivery.
• Be responsible for setting up new clinics in liaison with Diabetes and Endocrinology clinical teams, outpatient services, and clinic managers.
• Produce reports and other documentation as required to analyse worklists and provide key information to the management team.
• Develop and maintain internal written working practices, ensuring relevant Trust policies are adhered to and implemented within the designated area of responsibility.
• Manage incoming email tasks and appropriately delegate within the team.
• Be responsible for the day‑to‑day supervision, coordination, and line management of administrative and clerical staff within the designated area.

Please feel free to contact the Service Manager for an informal discussion about this role.

About us

To find out more about what it is like to work for our Trust please visit the following link:

We offer a range of benefits to support our staff including:

Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants

27 days holiday rising to 33 days (depending on NHS Trust service)

A generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully. If you would like to discuss a potential relocation package, please speak to the recruiting department/manager.

A variety of different types of paid and unpaid leave covering emergency and planned leave

Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme

NHS Car Lease scheme and Cycle to Work scheme

An extensive range of learning and development opportunities

Discounts on restaurants, getaways, shopping, motoring, cinema and finance from a range of providers

For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.

Job responsibilities

A full description of the role is available in the attachment: job description.

Working for the Trust

Across our organisation, people are guided by values that were co‑developed with staff: we are kind; we are open; and we pursue excellence.

Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: yhs-tr.recruitment@nhs.net.

As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.

Armed Forces Friendly Employer

We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.

Person Specification

Qualifications

• Educated to NVQ Level 4/5, BTEC Level Higher National Diploma & Certificate (HND/C) or equivalent level
• Word processing and computer literacy skills to RSA3/NVQ3 level or equivalent experience

Personal Attributes

• Self-disciplined/motivated to function independently, but also able to motivate others

Skills

• Able to organise and prioritise both own workload and that of others as required
• Ability to practice delegation, negotiation and motivation skills
• Possess a range of developed communication skills
• Able to function effectively as part of a team
• Experience of managing organisational change within a team e.g. restructures, changes to job requirements.

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.

Employer name

York and Scarborough Teaching Hospitals NHS Foundation Trust

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