Administration Assistant

Transformationunitgm; Newcastle upon Tyne; On-site; GBP 24,000 - 26,000; Full time

Job summary

A leading NHS Foundation Trust in Newcastle is seeking an Administration Assistant to join its Antenatal Admin team. This role emphasizes independent support to the team and involves various administrative duties, including managing junior staff and providing excellent customer service. Candidates should possess strong organizational skills and experience in NHS administration.

Qualifications

• Knowledge of NHS administrative structures and experience in out-patient and medical records.
• Ability to communicate effectively at all levels.
• Experience in minute-taking and database management.

Responsibilities

• Manage timesheets, appraisals, and probations for junior staff.
• Support the Maternity and Antenatal Services team.
• Provide high-quality secretarial and administrative services.

Skills

Time management

Organizational skills

Communication

Education

GCSE Grade C and above in English and Mathematics

NVQ 2 / 3 in business administration

Tools

Microsoft Office

eRecord system

Electronic rostering systems

Job description

Main area 317 Antenatal Clinic Administration - RVI Grade Band 3 Contract Permanent Hours

• Full time
• Part time
• Job share

37.5 hours per week Job ref 317-2025-23-05-DR

Employer The Newcastle upon Tyne Hospitals NHS Foundation Trust Employer type NHS Site Royal Victoria Infirmary Town 317 02 Royal Victoria Infirmary Salary £24,625 - £25,674 pro rata Salary period Yearly Closing 22/06/2025 23:59 Interview date 03/07/2025

Administration Assistant

Band 3

Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS foundation trusts in the country, with around 15,000 staff and an annual budget of £1.6 billion.

We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.

We’re in the top five providers of specialised health services in the country, supporting people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.

Our staff oversee around 6,500 patient contacts each day, delivering high standards of healthcare.

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 (Shine) 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

An opportunity in a Supervisory Position has arisen in the Antenatal Admin team – we welcome applications from candidates interested in working independently to support our the Team, in addition to performing reception and admin duties and supporting the Office Manager with Supervisory duties.

This is a fantastic opportunity to allow the successful candidate to gain a variety of skills and experience in a junior supervisor capacity – therefore candidates should display a degree of leadership experience or ability/willingness to work within and supervise a team appropriately, recognising professional boundaries.

All necessary training will be on the job shadowing within the Directorate in addition to generic sessions held by the Trust.

Shifts to be agreed, within standard office opening hours – Monday to Saturday 8-8. A roster will be provided in advance.

We can consider a job share (18.75 hour split) if there are 2 appointable people interested.

• Interview Date: 3rd July 2025
• Full or Part time hours available
• You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.

NO AGENCIES PLEASE

Main duties of the job

In this role you can expect to act as a point of contact for the department in support to the Office Manager by managing timesheets, appraisals and probations for junior staff – in addition to providing advice to the Midwifery team when needed, in relation to our electronic Maternity systems.

Candidates should display excellent time management, prioritisation and organisational skills as this office experiences peaks and troughs of high demand.

The Antenatal department work is very important - we've a focus on making sure patients and families get the best Customer Service from our teams, all appointments are booked in line with the mandated timelines and you all work in a way that support each other to keep spirits up in what can be a demanding environment.

Working for our organisation

Our staff oversee around 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:

•Royal Victoria Infirmary (RVI)

•Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)

•Newcastle Dental Hospital

•Newcastle Fertility Centre

•Northern Centre for Cancer Care, North Cumbria

•Northern Genetics Service

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’.

Detailed job description and main responsibilities

• To support the Maternity and Antenatal Services team
• To train and supervise junior staff.
• Provide a high quality, efficient and timely secretarial and administrative service
• Along with the other members of the administration team, balance competing demands to ensure the smooth running and functioning of the administration office to provide general administration support to the multi-disciplinary team.
• Responsible for ensuring upkeep of all electronic/paper documentation
• Support and train Midwifes with electronic bookings when applicable
• Responsible for booking scan appointment and all low/high risk appointments
• Responsible for generating booking appointments and the checking in and out of all electronic bookings
• Continuously looking at ways of improving work flows to ensure the Antenatal team are working effectively and efficiently in accordance with Trust Guidelines
• Cross cover for each other and Maternity Band 3 for absence/leave
• Support duties on the daily staffing rota including Community Antenatal
• Taking responsibility and leading on small projects
• Supporting the Antenatal admin team in the absence of the Office Manager

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.

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.

Person specification

Knowledge & Experience

• Knowledge and experience of booking appointments on the eRecord
• A good knowledge and understanding of administrative structures and systems.
• Sound knowledge and experience of all applications within Microsoft Office
• Knowledge and experience of database management.
• Ability to communicate effectively in person, by telephone, electronically and in writing at all levels
• Experience of minute taking
• Awareness of policies and procedures of the Trust
• Experience in NHS in out-patients and Medical Records
• Experience of Electronic Rostering systems

Qualifications

• Good standard of general education, GCSE Grade C and above in English and Mathematics or relevant experience
• NVQ 2 / 3 in business administration (or equivalent qualification / experience)

Skills & Abilities

• Able to organise and prioritise own workload
• Ability to use initiative.
• Ability to work under pressure and to meet tight deadlines.
• Able to work well as part of a team

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.