Administration Officer

Cumbria,-Northumberland,-Tyne-and-Wear-Nhs-Foundation-Trust; Carlisle; On-site; GBP 26,000 - 27,000; Full time

Job summary

Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust is seeking a permanent full-time Administration Officer in Carlisle. You will join a busy NHS admin team supporting multi-disciplinary clinical services, handling electronic records, diary tasks and minute taking with live typing and screen sharing.

The role requires strong organisational and communication skills, and extensive experience with Microsoft Office applications.

Qualifications

• Word-processing skills at Level 3 or equivalent.
• Audio Typing qualification or demonstrable experience.
• General education to O-Level/ GCSE or equivalent.
• NVQ Level 3 in Customer Care (or equivalent).

Responsibilities

• Process admin support for the service.
• Maintain electronic patient records and spreadsheets.
• Diary management; typing letters and reports.
• Electronic minute taking with live typing/screen sharing.
• Support reception areas and assist wards as needed.

Skills

Communication skills

Customer service

Teamwork

Education

Word-processing Level 3

Audio Typing qualification

GCSE/O-Level equivalent

NVQ Level 3 in Customer Care

Tools

RiO

MS Word

MS Excel

Outlook

Stock systems

Job description

Main area Administration Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday to Friday 9am to 5pm) Job ref 263-ICG26-051-AD-A

Employer Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust Employer type NHS Site Carleton Clinic Town Carlisle Salary £25,760 - £27,476 per annum Salary period Yearly Closing 09/11/2026 17:00

Administration Officer

Band 3

Hello!

We are so delighted you are considering coming to work with us at Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust (CNTW).

We know the power of looking into an organisation, one you might want to work in, or one where you are going to get help, and being able to say, ‘I’ve seen somewhere I can fit in and be myself.’ We’re on a journey to make the Trust an inclusive employer, representative of the community we serve and we want more of our community to consider applying for jobs with us.

Opportunities for you

Spanning east to west coasts from Northumberland to Cumbria and from the Scottish Borders down to Middlesbrough we’ve got exciting new opportunities available at every level and in every area.

We offer flexible working, helping work fit around family and caring responsibilities, or training and development needs and there’s lots on offer in the way of benefits, such as, lease cars, childcare schemes, staff discounts, season tickets for travel and a cycle to work scheme. All this in a vibrant workplace supported by the following staff networks.

• Cultural diversity staff network
• Disabled staff network
• LGBT+ staff network

We also have a number of staff support groups which are open to any staff to attend. These Include:

• Armed Forces and Veterans Staff Network
• Mind, Health and Wellbeing Community
• Menopause toolkit and cafes and staff carer support group

We offer fantastic personal development opportunities through our Collective Leadership Programme and other Organisational Development initiatives. Whatever you are looking for, you will be joining a supportive, friendly team, offering varied and interesting roles, with opportunities for career progression.

We’re always seeking to improve as an organisation. Do you want to be part of that?

Please note that it is a requirement of this Trust that all external applicants pay for their own DBS certification if a DBS check is required for the post. The method of payment is a salary deduction from your first monthly pay

Job overview

Applications are invited from suitably qualified and experienced candidates for a full-time Administration Officer to work at North Cumbria Inpatient Services at Carleton Clinic, Carlisle.

This is a very busy service and the post-holder will work as part of an admin team which supports the multi-disciplinary clinical teams across the wards. Duties will include processing admin support to the service, maintaining an electronic patient record system, maintaining spreadsheets, diary management, typing clinical letters and reports and minuting meetings electronically, including live typing and screen sharing, as well as other general office duties. A proven high level of organisational and excellent communication skills, both written and verbal, along with extensive experience of Microsoft packages are required.

The post holder must facilitate excellent customer service and be confident in dealing with service users face to face as well as on the telephone and carry out duties as assigned to them by the Administration Manager and Medical Secretaries to ensure a comprehensive, high quality administrative service is delivered at all times. Candidates must be adaptable, work well as a team and provide a positive patient experience which are essential skills for the role of Administration Officer.

This is a full-time post 37.5 hours per week Monday to Friday 9am to 5pm.

Main duties of the job

Candidates will be responsible for administrative functions and must have demonstrable recent 12 month experienceincluding, but not limited, to the following: (see job description for further information):)

• Experience working in a customer / patient focused environment (face to face and telephone)
• Administrative/Secretarial experience
• Typing and formatting letters and reports
• Electronic minute taking experience, including live typing and screen sharing
• Diary Management
• Ability to change tasks and support different wards at short notice
• Ability to support reception areas when needed
• The post holder will be expected to demonstrate flexibility in the role
• The post holder will be able to demonstrate the ability to deal with possible exposure to highly distressing or highly emotional circumstances and will be expected to participate on all relevant training courses appropriate to the role
• You should currently hold the required level of qualifications, as outlined in the Essential Criteria of the Personal Specification. If you do not meet this criteria you will not be shortlisted.

Working for our organisation

We aim to attract and retain a diverse, talented and committed workforce, who are caring and compassionate, and therefore able to meet the demands of the modern NHS now and in the future. In return we can offer a dynamic working environment in which to build a career.

NHS Employees identified as at risk of compulsory redundancy and those eligible for the NENC Re-Deployment careers hub will receive prior consideration.

Detailed job description and main responsibilities

Please find attached job description for full details.

We welcome your application.

Person specification

Education and Qualification

• Word-processing skills at Level 3 (OCR/RSA Level 3 or equivalent qualification and/or demonstrable relevant experience) eg; NVQ Level 3 Level 3 in Business Administration (or equivalent)
• Audio Typing qualification or demonstrable equivalent experience
• General level of education to O-Level/ GCSE or equivalent
• NVQ Level 3 Level 3 in Customer Care (or equivalent)

Knowledge and Experience

• Knowledge of NHS Policies and Procedures
• Working knowledge of Microsoft applications, including Word, Outlook and Excel
• Ability to maintain and update Patient Information Systems e.g. RiO
• Good working knowledge of office procedures
• Previous secretarial/clerical experience
• Ability to uphold confidentiality at all times
• Able to prioritise and plan own workload
• Experience in processing CPA, Mental Health Act and Safeguarding documentation
• Experience using stock ordering systems and petty cash systems
• Experience of working with medical records filing systems

Skills and Competencies

• Excellent communication and interpersonal skills, both verbal and written
• Minute taking skills
• Good organisational and planning skills
• Shorthand skills

Role/Team specific requirements

• Flexible attitude to cope with fluctuating workloads and the occasional requirement to cover other areas in cases of staff absence

Please note, due to changes implemented by the Government to the UK immigration policy, individuals who require a Health and Care Visa or a Skilled Worker Visa may no longer be eligible for sponsorship where the UKVI salary threshold is not met or if the occupation is not included in the updated Immigration Salary List (ISL). Applicants must check their eligibility to be employed in any role they are interested in applying for, prior to completing an application for employment. Any applicants who do not meet the eligibility criteria will not be progressed.

Please ensure to check out all of the supporting documents linked to this advert, for useful information about working for us, information from our Chief Executive and much more.

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.

Application numbers

Please be aware this vacancy may close earlier than the stated closing date, should an appropriate number of applications be received.