Admin Support

North Tees and Hartlepool NHS Foundation Trust; Tees Valley; On-site; GBP 21,000 - 26,000; Full time

Job summary

A regional healthcare provider in Tees Valley is looking for an Administrative Support Officer to provide comprehensive administrative assistance across various hospital sites. The ideal candidate will support patient care, maintain accurate records, and ensure compliance with healthcare policies. This role offers full-time hours with potential part-time arrangements and requires a strong educational background and excellent communication skills.

Qualifications

• Good educational background to at least GCSE level or equivalent; good communication skills.
• Computer literacy and experience with relevant systems is advantageous.
• Ability to work across multiple sites and meet high-demand, deadline-driven expectations while remaining calm and organized.

Responsibilities

• Undertake a full range of administrative support tasks within clinical departments.
• Act as department/ward receptionist, greeting and directing visitors professionally.
• Transcribe clinic letters and maintain orderly patient healthcare records.

Skills

Good communication skills

Computer literacy

Ability to work calmly under pressure

Education

Good educational background to at least GCSE level

Job description

Overview

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 and Peterlee Hospitals. The department operates some extended working days to include 8-8 cover.

Responsibilities

• Undertake a full range of administrative support tasks, both within clinical administrative departments and on ward and clinic areas as required in line with service needs and priorities.
• Adhere to work related policies, procedures and guidelines, ensuring outputs meet required targets and timescales.
• Use appropriate technologies and equipment to provide an efficient administrative and secretarial service to support patient care.
• Ensure outputs meet information governance, RMS and CQC requirements and comply with relevant policies and guidelines.
• Participate in training, development and appraisal processes relevant to the duties of this post.
• Adhere to Trust behaviours and professional conduct expectations.
• Communicate effectively with patients, relatives, and service users, and liaise with MDTs and external contacts as appropriate.
• Act as department/ward receptionist, greeting and directing visitors in a professional and courteous manner.
• Maintain and input data into relevant trust/departmental patient systems; ensure data validity and correct patient association.
• Assist in requesting, locating, collecting and returning healthcare records using appropriate systems.
• Transcribe clinic letters and other correspondence using digital tools and input data into Trust IT systems as required.
• Organise referrals to other departments/hospitals, transport arrangements, and patient review processes where applicable.
• Prepare case notes and related documentation for clinic sessions, ensuring accuracy and timely service.
• File patient information securely and maintain orderly patient healthcare records and filing systems.
• Maintain a clean, professional working environment and manage post, filing, photocopying and stationery supplies.
• Contribute to an up-to-date file system and bring-forward processes to support timely responses and documents processing.
• Participate in on-call rota for administrative support during Major Incidents and complete related training as required.
• Demonstrate commitment to IWL principles, flexible working, equality and diversity, and zero tolerance of violence or discrimination.
• Take responsibility for personal development and create a personal development plan.
• Comply with infection prevention and control policies and undertake annual updates in infection control.

Qualifications and Skills

• Good educational background to at least GCSE level or equivalent; good communication skills.
• Computer literacy and experience with relevant systems is advantageous.
• Ability to work across multiple sites and meet high-demand, deadline-driven expectations while remaining calm and organized.
• DBS/CRB checks as required by post; role may require Disclosure checks and probationary period as applicable.

Additional Information

• DBS/Disclosure checks and pre-employment screening information will apply.
• Employment references covering last three years are required; provide referees with contact details.
• Working hours may be up to full-time (37.5 hours) with consideration for part-time arrangements.
• Sponsorship for Health and Care Worker or Skilled Worker visa may be available, subject to eligibility.
• North Tees & Hartlepool NHS Foundation Trust supports Armed Forces personnel and is a signatory of the Armed Forces Covenant.