Administration Officer

NHS; Sunderland; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare organization in Sunderland is seeking an Administration Officer to support the multi-disciplinary clinical team in providing high-quality care for patients. The ideal candidate should have advanced typing skills, experience with Microsoft packages, and excellent communication abilities. This full-time position requires managing complex diary schedules, handling patient information systems, and ensuring smooth administrative operations Monday to Friday.

Qualifications

• Experience in general office duties such as ordering and filing.
• Ability to deal with distressing or emotional circumstances.
• Flexible attitude to manage fluctuating workloads.

Responsibilities

• Support multi-disciplinary team meetings by updating patient information.
• Coordinate admin actions following meetings.
• Handle face-to-face and telephone interactions with service users.

Skills

Microsoft Office proficiency

Complex diary management

Advanced typing skills

Excellent customer care

Office procedures knowledge

Communication skills

Organisational skills

Education

Word-processing Level 3

Audio Typing qualification

O-Level/GCSE in English and Maths

NVQ Level 3 in Customer Care

Tools

Microsoft applications

Patient Information Systems

Stock ordering systems

Job description

Administration Officer

Location: Longview, Assessment and Treatment Ward, Hopewood Park Hospital, Sunderland, SR2 0NB. Closing date: 09 October 2025.

Would you like to be part of a team that works well together, and is always there to help each other?

Applications are invited from suitably qualified and experienced candidates for an Administrative Officer to work on Longview, an 18-bedded acute admission ward for women over 18 years of age, who require assessment and treatment in hospital.

Inpatients is a very busy service, and the role is to support the multi-disciplinary clinical team to ensure that our service users receive high quality care from admission, during treatment and up to their discharge from the wards.

The ideal candidate should:

• Have experience of working with Microsoft packages and electronic record systems.
• Have proven experience of complex diary management.
• Have advanced typing skills.
• Have excellent customer care and communication skills.
• A good working knowledge of office procedures

These posts are full-time post Monday to Friday. 37.5 hours per week and are office based.

Main duties of the job

The post holder will support various multi disciplinary team meetings, whereby there can be a number of meetings on a daily basis. They will be required to update the patient information system during the meeting and must be able to type in real time recording accurate information. The post holder will be responsible for co-ordinating admin actions following this meeting, including arranging further patient related meetings in very limited timescales.

The post holder must have experience of general office duties such as ordering, petty cash, filing and scanning, and carry out duties assigned to them to ensure a comprehensive, high quality administration service.

The post holder must be confident dealing with service users face to face as well as telephone contact with internal and external sources.

Working with members of the administration team, who are not based on the same ward, you will be expected to provide cover during periods of absence.

The ideal candidate should demonstrate the ability to deal with exposure to highly distressing or emotional circumstances and will be expected to participate on all relevant training courses appropriate to the role.

You should hold the required level of qualifications outlined in the Essential Criteria of the Personal Specification in the job description. If you do not meet this criteria, you may 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.

Job responsibilities

Please find attached job description for full details.

We welcome your application

Please give us a ring if you would like to visit us at Hopewood Park Hospital or have a chat with us about the role.

Please note to apply for this role you must have the right to work in the UK. CNTW NHS Foundation Trust will not provide sponsorship for this role.

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, including English and Maths
• 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 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
• 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
• 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

Personal Characteristics

• Discrete in handling confidential and sensitive information

Additional Requirements

• 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.

Employer name

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