Admin Assistant

Charity Society; Tees Valley; On-site; GBP 40,000 - 60,000; Part time

Job summary

A healthcare organization in Tees Valley seeks a part-time administrator to support the phlebotomy team. Responsibilities include booking appointments, managing the appointment diary, and assisting clinical staff during blood sampling. Strong communication skills and experience in a hospital environment are essential. The position offers a salary of £24,465 per annum, pro rata.

Qualifications

• Experience working in a hospital setting, answering telephone calls.
• Experience with NHS IT systems is desirable.

Responsibilities

• Dealing with telephone enquiries and booking appointments.
• Daily management of the Phlebotomy service appointment diary.
• Contacting patients to cancel/re-arrange appointments if needed.

Skills

Excellent communication skills

Prioritising workload

Excellent telephone manner

Education

English and Mathematics Grade C or equivalent

Job description

Job Summary

Previous applicants need not apply.

The successful candidate will provide administrative assistance to the phlebotomy team in undertaking blood sampling procedures. They will provide a comprehensive, efficient admin service for the Phlebotomy Service, including conversing via telephone to patients to book appointments.

This role is for 8.5 hours per week.

Main duties

To assist with the organisation and timely completion of specific administrative tasks and duties, specifically including conversing via telephone to patients to book appointments.

At times of clinical demand provides assistance to the phlebotomy team in undertaking blood sampling procedures at the request of medical, surgical and nursing staff across all directorates in the Trust.

Required to work flexibly and may be required to work at other sites within the Trust as directed by service need.

About Us

If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.

You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.

We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.

We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.

Full Job Descriptions can be found in the adverts supporting documents.

From April 9th 2025 - Healthcare assistants - You must have a minimum of two years of experience working within the NHS as a HCA for the Trust to consider sponsorship (we will only consider sponsorship if you meet this criteria and have a current visa expiring within 3 months).

Details

Date posted: 26 September 2025

Pay scheme: Agenda for Change

Band: Band 2

Salary: £24,465 a year per annum pro rata

Contract: Permanent

Working pattern: Part-time

Reference number: C9439-2425-1583-1

Job locations: Darlington Memorial Hospital NHS Trust; Hollyhurst Road, Darlington, County Durham, DL3 6HX; University Hospital Of North Durham, North Road, Durham, DH1 5TW; Bishop Auckland General Hospital, Cockton Hill Road, Bishop Auckland, County Durham, DL14 6AD

Job Description

Job responsibilities

• Dealing with telephone enquiries, taking and conveying messages appropriately
• Booking phlebotomy appointments for patients within timescale, give non-clinical advice as directed, taking necessary action for the call to be handled as quickly and efficiently as possible
• Daily management of the Phlebotomy service appointment diary
• Liaise regularly with other departments, clinicians and colleagues
• Contact patients to cancel / re-arrange appointments if needed
• Receive and handle information regarding referrals to the service and deal with them within Trust or departmental timescales
• Transmit messages, electronic mail, photocopy documents and circulate information within Trust or departmental timescales
• Use database/spread sheets to collect and formulate data on a weekly, monthly, quarterly and annual basis
• Ensure Electronic Patient Record remains accurate and appointment data is cleansed regularly
• Ensure department Standard Operating Procedures (SOPs) are accurate with service and review regularly
• Any other admin duties as delegated by Line Manager
• In times of clinical demand assists with blood sampling

Communications and working relationships

• Patients and relatives
• Clinical team
• Referring clinicians both internally and externally
• Trustwide admin team colleagues
• Phlebotomy Manager and colleagues

Management and supervisory posts

All managerial and supervisory posts are expected to follow the principles of being a Great Line Manager and specifically be aware of, understand, and apply fair employment policies/practices, and equality and diversity principles and legal obligations. Commit to developing staff preferences, promoting flexible working arrangements, and encourage change of working practice following major life changing events. All managerial and supervisory posts will ensure compliance with Trust policies and procedures and clinical guidelines. All managerial and supervisory posts must ensure staff have equal access to career progression and are appraised annually and have a PDP.

Health and safety responsibility / risk management

It is the responsibility of the individual to work in compliance with all current health and safety legislation and the Trusts Health and Safety Policy and to attend any training requirements both statutory and mandatory in line with the Trusts legal responsibility to comply with the Health and Safety and Welfare at Work Act 1974. It is a standard element of the role and responsibility of all staff of the Trust that they fulfill a proactive role towards the management of risk in all of their actions. Members of staff are responsible for adherence to all Trust policies for the safety of themselves, staff and patients at work. The Trust offers a range of Health & Wellbeing Support available information on the Trust internet page.

Infection control

It is the responsibility of all individuals to comply with infection control policies and to attend any appropriate training requirements in line with the Trust's responsibility to comply with Government Directives.

Disclosures

Disclosure & 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 (DBS) to check for any previous criminal convictions. This post will involve access to patient/person identifiable information, access to children, access to vulnerable adults and work in a regulated establishment such as a school.

Qualification and experience

Experience
Essential: Experience working in a hospital setting; answering telephone calls from members of the public. Experience working with members of the public and intra-hospital personnel. Desirable: Experience using Liberty IT system.

Qualifications
Essential: English and mathematics Grade C and above or equivalent. Desirable: Use of NHS IT systems.

Special Skills & Knowledge

Essential: Excellent communications skills; Excellent telephone manner; Prioritise workload; Daily management of the Phlebotomy service appointment diary; Liaise with other departments; Contact patients to cancel/re-arrange; Receive and handle referrals; Transmit messages; Use databases/spreadsheets; Ensure EPR accuracy; Ensure SOP accuracy; Any other admin duties; In times of clinical demand assists with blood sampling.