Admin Assistant

NHS; Newcastle upon Tyne; On-site; GBP 23,000 - 28,000; Full time

Job summary

Newcastle Hospitals NHS Foundation Trust in England seeks an Administrative Assistant to support the Private & International Healthcare Services Team. The role involves busy administrative duties, virtual reception support, and helping patients, consultants and insurers throughout their healthcare journey.

You will handle day-to-day administration, respond to enquiries, and contribute to a welcoming, professional patient experience within a busy NHS service.

Qualifications

• NVQ Level 2 qualification or a minimum of 4 GCSEs including English Language at grade 4 / C or above or equivalent
• Customer care experience or customer service training or certification
• Experience with Microsoft Office applications (Word, Excel, Outlook) is desirable

Responsibilities

• Provide high standard administration and reception duties to support the effective and efficient delivery of the service
• Input data into the service’s information systems as required
• Create, scan, file and post patients’ documentation
• Manage the service’s dedicated email inbox and respond to queries
• Answer telephone calls and provide initial customer service in line with protocols
• Support end-to-end customer service in line with protocols
• Work effectively as part of the team contributing to departmental objectives
• Abide by Trust policies and procedures

Skills

Customer service

Organisational skills

Microsoft Office

Communication

Teamwork

Education

NVQ Level 2 / GCSEs including English

Job description

Main area 317 Private Patient Business Office - RVI Grade Band 2 Contract Secondment: 12 months (from date of appointment) Hours Full time - 37.5 hours per week Job ref 317-2026-33-014-B

Site Royal Victoria Infirmary Town 317 02 Royal Victoria Infirmary Salary £25,272 per annum Salary period Yearly Closing 15/11/2026 23:59 Interview date 03/12/2026

Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS hospital trusts in the country. We have around 16,000 staff and an annual budget of £1.7 billion.

With strong history of providing high quality care, clinical excellence, research and innovation regionally, nationally and internationally, w e’re in the top five providers of specialised health services in the country.

As well as providing a wide range of hospital and community services, we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.

We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, sex, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.

Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.

Job overview

Are you friendly, organised and passionate about providing excellent customer service? Would you like to be part of a team that helps patients access healthcare services at Newcastle Hospitals?

We have an exciting opportunity for an enthusiastic Administrative Assistant to join our Private & International Healthcare Services Team.

This role offers the chance to be part of a busy and growing service that supports private and international patients throughout their healthcare journey. Working alongside experienced colleagues, you will provide administrative and 'virtual' reception support to help ensure patients, consultants, insurers and other customers receive a professional and welcoming service.

As a key member of the team, you will help with day-to-day administration, respond to enquiries and support the smooth running of the service. This is an excellent opportunity for someone looking to develop their administrative skills within a supportive team environment.

Why Join Us?

Be part of a welcoming and supportive team.

Gain valuable experience within a unique and growing healthcare service.

Develop your administrative and customer service skills.

Play an important role in supporting patients and colleagues.

Contribute to delivering an excellent experience for patients accessing Newcastle Hospitals' Private & International Healthcare Services.

Main duties of the job

Your responsibilities will include:

• Managing and triaging the team's shared email inbox.
• Responding to enquiries received by telephone and email.
• Providing 'virtual' reception and administrative support to the service.
• Supporting patient administration activities, including data entry and document management.
• Assisting with the patient journey and helping to provide a positive patient experience.
• Supporting the team with a range of administrative tasks as required.

We are looking for someone who:

• Is friendly, professional and approachable.
• Has good organisational skills and attention to detail.
• Has a good working knowledge of Microsoft Office applications (Excel, Word and Outlook).
• Can communicate effectively with a range of people.
• Is able to work as part of a team and follow established processes.
• Can manage their workload in a busy environment.
• Understands the importance of confidentiality and professionalism.
• Has a positive attitude and willingness to learn new skills.

If you are motivated, customer-focused and enjoy helping others, we'd love to hear from you.

Working for our organisation

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

With around 2 million contacts with patients every year, we deliver care from:

• Northern Centre for Cancer Care, North Cumbria

These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.

We also have offices at Regent Point in Gosforth and community sites.

Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.

For further information on the Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust

Detailed job description and main responsibilities

• Provide a high standard of administration and reception duties to support the effective and efficient delivery of the service.
• Input data into the service’s information systems as required.
• Provide support in the creation, scanning, filing and posting of patients’ documentation, as required.
• Manage the service’s dedicated email inbox responding to queries, where required, and escalating in line with protocols.
• Answer telephone calls and provide initial customer service in line with protocols.
• Support end to end customer service in line with protocols.
• Work effectively as a member of the team contributing to the departmental objectives
• To abide by Trust policies and procedures

Whilst Newcastle Hospitals are a forward thinking and highly innovative organisation, the use of Third-Party Artificial Intelligence (AI) presents a risk to the integrity of our Recruitment & Selection processes. If you use AI, and it poses a risk to the integrity of your individual application or to the recruitment process, we may withdraw your application at any stage of the process.

Person specification

Qualifications & Education

• NVQ Level 2 qualification or a minimum of 4 GCSEs including in English Language at grade 4 / C or above or equivalent qualification
• Customer care experience or customer service training or certification

Knowledge & Experience

• Experience of working to and meeting deadlines
• Working knowledge of Microsoft Office applications (Excel, Word, Outlook)
• Knowledge of NHS clinical administration systems (e.g. Patient Administration System)
• Understanding of charging non-NHS patients for their care and treatment

Skills & Abilities

• Excellent communication and interpersonal skills
• Ability to work effectively as part of a team
• Able to work with minimum supervision and use own initiative

Whilst Newcastle Hospitals are a forward thinking and highly innovative organisation, the use of Third-Party Artificial Intelligence (AI) presents a risk to the integrity of our Recruitment & Selection processes. If you use AI, and it poses a risk to the integrity of your individual application or to the recruitment process, we may withdraw your application at any stage of the process.

Important note on completion of reference section of Application Form

All references from current and previous employers will be sought and must cover a minimum of 3 years employment. Therefore, when completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover 3 years employment. Failure to complete this section may result in your application not being processed.

Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month’s pay.

Candidates who are shortlisted for interview will be contacted by e-mail. You should check your SPAM folders as well as your inbox. If you have not been contacted within 4 weeks of the closing date you should assume your application has been unsuccessful.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name Aileen Orr Job title Private & International Services Business Manager Email address [e-mail] Telephone number 01912820591