Administration Officer

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

Job summary

Join a leading healthcare provider in Newcastle as a Band 3 Administration Officer. This role offers the opportunity to support multidisciplinary teams in delivering high-quality administration services in a dynamic environment. Candidates should have a strong background in administrative roles, excellent communication skills, and the ability to contribute effectively to team success. Flexible working options are available with a contract running until June 2026.

Qualifications

• Recent experience in administration and customer/patient focused roles.
• Proven ability to manage diaries and take minutes effectively.
• Knowledge of NHS policies and the capacity to maintain confidentiality.

Responsibilities

• Provide high-quality administrative support to clinical teams.
• Demonstrate flexibility and work effectively in a busy environment.
• Facilitate excellent customer service in face-to-face and telephone interactions.

Skills

Customer service

Organizational skills

Excellent communication

Typing skills

Diary management

Data input

Education

Level 3 in Business Administration (or equivalent)

Audio Typing qualification

General education to O-Level/GCSE

Tools

Microsoft applications

Patient Information Systems

Job description

Job summary

Applications are invited from suitably qualified and experienced administration candidates to join our busy administration teams. We currently have the following Band 3 Administration Officer vacancies in the teams listed below:-

Older People's Services based at the Campus for Ageing and Vitality, Westgate Road, Newcastle upon Tyne. Please note the team will be relocating to a new base at St Nicholas Hospital, Gosforth, Newcastle upon Tyne NE3 3XT (date to be confirmed).

Fixed Term to June 2026

(15hrs working Thursday and Friday 9am to 5pm / 8.30am to 4.30pm on a rota basis)

Children and Young People's Service (CYPS), Bensham Hospital, Gateshead, Newcastle upon Tyne, NE8 4YL

(37.5hrs working Monday to Friday 9am to 5pm / 8am to 8pm on a rota basis - will be discussed at interview)

Main duties of the job

Candidates must be able to demonstrate proven recent demonstrable 12 month experience of the following that are required for this post:

• Experience in a customer / patient focused environment
• Worked in an administrative/secretarial post
• Fast, accurate typing/keyboard skills
• Experience of typing and formatting letters and reports
• Minute taking experience
• Diary Management
• A good understanding of inputting data to a database system
• Ability to be self-directed, motivated and be able to contribute positively within a team
• Well organised and structured
• The post holder will be expected to demonstrate flexibility in the role in order to meet the needs of the service
• The post holder must 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.

About us

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.

Details Date posted

13 June 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year per annum

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

263-CCG25-155-HN-B

Job locations

Various

Newcastle upon Tyne

NE3 3XT

Job description Job responsibilities

These are very busy services and the successful post holders will members of the admin teams to support large multi-disciplinary clinical team to provide a comprehensive, high quality administrative service at all times. The post holders must facilitate excellent customer service and be confident in dealing with service users face to face as well as on the telephone. You will undertake a variety of admin duties as assigned by the Administration Team Lead/Administration Manager/Clinical Team Manager.

Please find attached job description for full details.

Advertising date : 13th June 2025

Closing date : 26th June 2025

We welcome your application. Previous applicants need not apply. This vacancy will close once a suitable number of applications are received.

Job description Job responsibilities

These are very busy services and the successful post holders will members of the admin teams to support large multi-disciplinary clinical team to provide a comprehensive, high quality administrative service at all times. The post holders must facilitate excellent customer service and be confident in dealing with service users face to face as well as on the telephone. You will undertake a variety of admin duties as assigned by the Administration Team Lead/Administration Manager/Clinical Team Manager.

Please find attached job description for full details.

Advertising date : 13th June 2025

Closing date : 26th June 2025

We welcome your application. Previous applicants need not apply. This vacancy will close once a suitable number of applications are received.

Person Specification Education and Qualification Essential

• 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

Desirable

• NVQ Level 3 Level 3 in Customer Care (or equivalent)

Knowledge and Experience Essential

• Knowledge of NHS Policies and Procedures
• Working knowledge of Microsoft applications, including e-mail communication
• 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

Desirable

• 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 Essential

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

Desirable

• Shorthand skills

Role/Team specific requirements Essential

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

Personal Characteristics Essential

• Discrete in handling confidential and sensitive information

Additional Requirements Essential

• Must be able to meet the mobility requirements of the post, in providing cover for other teams as and when agreed

Person Specification Education and Qualification Essential

• 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

Desirable

• NVQ Level 3 Level 3 in Customer Care (or equivalent)

Knowledge and Experience Essential

• Knowledge of NHS Policies and Procedures
• Working knowledge of Microsoft applications, including e-mail communication
• 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

Desirable

• 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 Essential

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

Desirable

• Shorthand skills

Role/Team specific requirements Essential

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

Personal Characteristics Essential

• Discrete in handling confidential and sensitive information

Additional Requirements Essential

• Must be able to meet the mobility requirements of the post, in providing cover for other teams as and when agreed

Disclosure and 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 (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information Disclosure and 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 (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details Employer name

Cumbria, Northumberland, Tyne and wear (CNTW) NHS Foundation Trust

Address

Various

Newcastle upon Tyne

NE3 3XT

Employer's website

https://www.cntw.nhs.uk/careers/ (Opens in a new tab)

Employer details Employer name

Cumbria, Northumberland, Tyne and wear (CNTW) NHS Foundation Trust

Address

Various

Newcastle upon Tyne

NE3 3XT

Employer's website

https://www.cntw.nhs.uk/careers/ (Opens in a new tab)