Admin Support

NTH Solutions llp; Tees Valley; On-site; GBP 23,000 - 28,000; Part time

Job summary

University Hospitals Tees is seeking an Admin Support (Clinical Administration Services) to provide evening reception cover at the Tees Valley Community Diagnostic Centre. The role runs Mon-Fri, 3:30pm-8:00pm (22.5 hours per week) with duties including reception, appointment bookings and general office tasks.

You will work closely with Radiographers and the MDT to ensure accurate records, smooth service, and compassionate patient care.

Qualifications

• Excellent communication, customer service and organisational skills are essential.
• Be able to work independently and as part of a team with compassionate professionalism.
• Experience with reception, appointments or administrative duties is advantageous.

Responsibilities

• Reception, booking appointments and general office duties.
• Rotate cross-site to North Tees, Hartlepool, One Life, Peterlee and TVCDC; some 8-8 shifts.
• Maintain accurate patient records and use Trust IT systems.
• Assist with input and checking of data into patient records and clinic letters.

Skills

Communication

Customer service

Organisation

Education

GCSE English

GCSE Maths

IT qualification

NVQ in Business Administration

Tools

TrakCare

Job description

Find out about the current vacancies available at the Trust and take the next step in your career with us.

Site University Hospital of North Tees and Hartlepool (Cross Site) Town Stockton-on-Tees Salary £25,272 per annum Salary period Yearly Closing 20/09/2026 23:59

Job overview

Admin Support (Clinical Administration Services) £25,272 pro rata per annum

An exciting opportunity has arisen to join our Radiology Admin Support Team at the Tees Valley Community Diagnostic Centre (TVCDC). We are seeking a professional, patient-focused individual to provide evening reception cover, working Monday to Friday, 3:30pm to 8:00pm (22.5 hours per week).

As the first point of contact for patients, you will provide a welcoming and efficient reception service, confirming appointments, updating Radiology and outpatient systems, directing patients to appropriate areas, responding to enquiries, and supporting the smooth running of evening diagnostic services.

You will work closely with Radiographers and the wider multidisciplinary team, ensuring accurate records are maintained and any queries, delays, or concerns are communicated appropriately.

We are looking for someone with excellent communication, customer service, and organisational skills who can demonstrate a compassionate and professional approach. The ability to work independently and as part of a team is essential.

Training may take place across other Radiology sites and there may be occasions where flexible working is required to support service needs.

For further information, contact Maegan Smith, Radiology Admin Lead UHNT, on 01642 624188.

Previous applicants need not apply. This vacancy may close early if sufficient applications are received.

Main duties of the job

Main duties will be reception, booking appointments and general office duties.

The successful applicant will be required to rotate cross site to include North Tees, Hartlepool, One Life, Peterlee Hospitals aswell as the Tees Valley Community Diagnostic Centre. The department operates some extended working days to include 8-8 cover.

Working for our organisation

South Tees Hospitals NHS Foundation Trust and North Tees and Hartlepool NHS Foundation Trust have come together to form University Hospitals Tees. As a result, post holders may be required to work across sites within both organisations.

Across University Hospitals Tees, our ambition is to be the best place to work, ensuring we have the right staff in the right roles at the right time to deliver outstanding patient care and experience.

We are committed to supporting our staff through an inclusive and supportive working environment, offering health and wellbeing initiatives, staff benefits, and opportunities for personal and professional development.

We support the 'Making Every Contact Count' approach to behaviour change in the promotion of health and wellbeing of individuals and communities.

Detailed job description and main responsibilities

Undertake a full range of administrative support tasks, both within clinical administrative departments and on ward and clinic areas as and when required in line with service needs and priorities.

Be fully conversant with and adhere to all work related policies, procedures and guidelines, ensuring that all work outputs are completed as required and that all related targets and timescales are met.

Use all appropriate technologies and equipment to their optimum functionality to assist in the provision of an efficient, effective and comprehensive administrative and secretarial service to support the provision of care to patients.

Ensure that any/all work outputs are produced to a high standard of quality that meets all of the organisations requirements for Information Governance, RMS, and CQC and which is compliant with all associated national, regional and local policies, procedures and guidelines.

Participate in any/all associated training, development and appraisal processes relevant to required duties of this post.

Adhere to all Trust requirements relating to behaviours and professional conduct at work.

Key Result Areas

Communication and Team Working:

Respond to a diverse range of enquiries via letter, face to face contact or telephone from patients, relatives and other service users in an efficient, professional and courteous manner that is consistent with all related legislation, policies and procedure sourcing any relating information that might help deal with a query more effectively, taking accurate written messages and passing more complex queries on to relevant staff members.

Adopt effective methods of communication to liaise with the multi-disciplinary team within the service/department/ward area and with staff from other wards/departments and external service users including GP’s, patients and their representatives communicating in a professional and courteous manner that is consistent with all related legislation, policies and procedures through effective utilisation of appropriate communication mediums such as telephone and e-mail.

To act as department/ward receptionist, greeting and directing visitors and service users on arrival in a professional and courteous manner in accordance with Trust standards and expectations (ward admin).

Use of Computerised Systems and Records Management:

Following appropriate training and adherence all organisational policies, procedures and guidelines, assist in maintenance and reporting of information through the input of data into relevant trust/departmental patient related clinical systems using appropriate technologies and equipment as and when required.

Be responsible for ensuring that all information relating to attendees, DNA’s appointment bookings etc., is kept up to date at all times through effective utilisation of relevant patient related systems within work area, checking that all data being entered is valid and relating to the correct patient record on screen. (if appropriate to work area)

Assist in requesting, locating, collecting and returning of healthcare records using the appropriate Trakcare technologies by following the appropriate healthcare record tracking procedures, SOP’s and trust guidelines.

Assist in the transcription of clinic letters, reports and other correspondence using the digital transcription and distribution applications and assist in the input and checking of data and information into all Trust IT systems within work area using appropriate technologies and equipment as and when required.

General Admin Duties - all work areas:

Assist in the organisation of the referral of patients to other departments/hospitals for investigations or further treatment (if applicable to work area).

Assist with the organisation of any patient transport arrangements following appropriate trust policies, systems and processes (if applicable to work area).

Assist with the organisation of patient review arrangements where required, following appropriate trust policies, systems and processes (if applicable to work area).

Undertake daily administrative and clerical duties detailed in departmental SOP’s to support the provision of patient care by taking direction from department line managers as appropriate to ensure patient safety and the security and confidentiality of all patient related information.

Be responsible for the preparation of case notes and other related documentation for clinic sessions, using all appropriate technologies, procedures and guidelines, ensuring an accurate, timely and high quality service to all users (if applicable to work area).

Ensure that all patient related information is filed securely into the patient healthcare record in the correct datal order and in the correct section of the healthcare record and that all information being filed therein is valid and relates to the correct patient as per the details on the healthcare record before the healthcare record leaves work area (if applicable to work area).

Ensure that all patient healthcare records are kept in good order and that new volumes of the notes are created once case notes reach a thickness of 3 inches. (if applicable to work area).

Maintain a clean and professional working environment at all times and undertake general clerical duties including opening and distributing post, housekeeping, filing, photocopying and maintaining stocks of routine stationery supplies.

Assist in the maintenance of an up to date file system for work related documentation and establish an effective ‘bring forward’ system to facilitate the timely processing of responses, information, correspondence, results and documents for self and colleagues on the ward.

Participate in on-call rota for administrative support in the event of a Major Incident being declared (including any related training and update sessions).

Demonstrate commitment to IWL principles and flexible working patterns, to meet the needs of the service and staff.

Tackle discrimination and harassment, and promote equality and diversity in the workplace.

Reduce sickness absence; workplace incident; and promote zero tolerance on violence against staff.

Take responsibility for own personal development and education and the development of a personal development plan.

Control of Infection

Be aware of, and comply with, all Trust infection prevention and control policies, to include hand hygiene, personal hygiene, environmental and food hygiene and to undertake annual training/updates in infection prevention and control.

Communication and Working Relationships

Behaving in a professional and courteous manner at all times., the post holder will be expected to assist in the provision of a high quality, patient centred service in all clinical areas of the Trust by communicating and working effectively with all colleagues within the service, liaising with other departments and internal service users across the trust and external service users e.g. patients, GP’s, other hospitals etc., whilst ensuring that patient confidentiality is maintained.

The most challenging part of the job

Working across several work areas (including offices, departments and ward areas), the post holder will be required to assist in the provision of a professional, high quality effective and efficient administrative and clerical support service to a multi-disciplinary team that meets the needs of the service and the requirements of all related policies, procedures and guidelines.

The postholder will be expected to meet the high demands of the post, and work to tight deadlines whilst remaining calm, flexible and organised.

DBS Criminal Records Disclosure Check

This post is deemed to require a Disclosure Check – Standard Level with the Criminal Records Bureau. Further information on the Disclosure Service is available from www.disclosure.gov.uk

This job description is intended as a guide to the duties and responsibilities of the post and should not be regarded as a complete list of those required to be fulfilled under the ‘written statement of the main terms and conditions of employment’.

The contents may be amended from time to time subject to developing service needs although such amendment would occur following appropriate consultation with the postholder.

Person specification

Qualifications

• GCSE at grade C or above in English Language, or Key Skills at level 2 in Literacy (or equivalent)
• GCSE at grade C or above in Mathematics Key Skills at level 2 in Numeracy (or equivalent)
• IT qualification (ITQ at level 2 or equivalent)
• NVQ at level 2 in Business Administration/Medical Administration (or equivalent)

Experience

• Demonstrable experience of undertaking clerical work in a people focused environment.
• Demonstrable experience of work involving the use of computerised systems and technologies.
• Experience of working within a healthcare environment
• Experience of working within a multi-disciplinary team
• Demonstrate ability to pay good attention to detail, reliably check and record data and identify anomalies and be able to self-check completed work.
• Demonstrate excellent organisational and time management skills and the ability to work under own initiative whilst meeting all required work output deadlines.
• Ability to cope with different work environments and work flexibly through shift patterns to meet service demands
• Ability to work under pressure/meet tight deadlines to deliver high quality work whilst working in stressful environments
• Be proactive in contributing to service improvement

Knowledge

• Demonstate a good working knowledge of windows based computer systems and be capable of using most Microsoft Office applications, particularly MS Word and Outlook
• Knowledge of medical terminology
• Demonstrate knowledge of data protection and confidentiality

Communications

• Demonstrate excellent verbal and written communication skills and ability to establish effective working partnerships with member of the multi-discriplinary team
• Demonstrate a professional image of self and ability to remain calm and diplomatic under pressure.

Important - Once sufficient applications have been received this vacancy may close early.

Disclosure and Barring Checks (DBS)

It is the policy of North Tees and Hartlepool NHS Foundation Trust, that all successful candidates who are new to the Trust who require DBS clearance for the post they have been offered, are required to pay the cost for their DBS certificate. The method of payment for this is via salary deduction from your first month's pay on commencement with the Trust. The DBs check will be undertaken during the pre-employment check screening.

Qualifications

Please note the essential qualifications required for the post are outlined within the Person Specification. You are required to provide original evidence of the necessary qualifications for the post at interview should you be shortlisted. You will also be required to provide original copies as part of the pre-employment check screening.

New Starters – Probationary Period

For any new employees commencing employment with North Tees and Hartlepool NHS Foundation Trust, you will be subject to satisfactory completion of a 6 month probationary period. Please note that internal applications and individuals that are appointed to fixed term appointments of less than 6 months duration are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or a bank member of staff).

Employment References

As part of our pre-employment screening process, all applicants are required to provide references covering their last three years employment history including any gaps. Applicants are requested to ensure e-mail addresses for all referees are included on their application form. Personal references are not acceptable.

Working Hours

If the hours advertised for the post are up to full time (37.5 hours per week), applications are still welcomed from individuals who may be seeking to work less than full-time hours and all requests will be considered in line with the post being appointed to for the successful applicant.

Equality, Diversity and Inclusion

Everything we do is shaped by our values: Respect, Support, and Collaborate.

At University Hospitals Tees we want our workspaces to be places where everyone feels welcome, valued and safe. We treat people with respect, and we celebrate the differences that make each of us unique.

We welcome applications from everyone, no matter your age, background, race, religion, disability, sex, sexual orientation, gender identity, family circumstances or beliefs.

We are here to support you throughout your application and at every stage of your career with us. We believe we work best when we collaborate, learn from each other and build teams that reflect the communities we serve.

Disability

We are a Disability Confident Lead employer. This means we give fair and full consideration to applicants and will offer reasonable adjustments during the recruitment process. If you need help with your application, or need the information in a different format, please contact our recruitment team and we will support you.

Right to Work in the UK

The Trust welcomes applications from all candidates who meet the criteria for the role. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless they have permission to work via another route. Non UK/RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here: Work in the UK - GOV.UK (www.gov.uk )

Please provide full and accurate details of your current immigration status on the application form. Your current immigration status will not be considered as part of the shortlisting or interview process.

Please note that not everyone needs a ‘Skilled Worker’ visa. If you are applying for health or social care, you may be eligible to apply for the Health and Care Worker visa instead.

As a supporter of the Armed Forces and an employer of Reservists, North Tees and Hartlepool NHS Foundation Trust are proud to be a signatory of the Armed Forces Covenant, which is a promise by the nation to ensure that those who serve or who have served in the UK Armed Forces (and their families) are treated fairly.

We recognise that reservists and veterans bring a variety of transferable skills and qualities to our workplace, developed through their military careers. Our commitment to supporting the Armed Forces Community has been recognised through the Armed Forces Covenant as a Silver Employer.

Further Important Information

Please check your email on a regular basis for updates on your application. If you are shortlisted for interview, you will be invited to email via this method.

Please ensure you read the ‘Guidance Notes for Applicants’ document attached to this advert before completing and submitting your application.

Unfortunately, we are unable to respond to all applicants and those who are not contacted within six weeks of the closing date should assume that their 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 Maegan Smith Job title Radiology Admin Lead Email address [e-mail] Telephone number 01642 624188 Additional information

Applicants wanting any further information about this post can contact Maegan Smith, Radiology Admin Lead UHNT on Tel: [phone]