Administration Officer

NHS; United Kingdom; Remote; GBP 21,000 - 27,000; Full time

Job summary

Cumbria, Northumberland, Tyne and wear (CNTW) NHS Foundation Trust is seeking an Administration Officer to join the busy admin team supporting a multi-disciplinary clinical service. You will process referrals, maintain RiO patient records, manage diaries, type letters/reports, and take minutes.

Strong IT skills and a professional, patient-focused approach are essential. The role is full-time, 37.5 hours per week, with a focus on delivering high-quality administrative support and excellent

Qualifications

• Word-processing skills at Level 3 (OCR/RSA Level 3 or equivalent qualification and/or demonstrable relevant experience)
• 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 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

Responsibilities

• Processing referrals into the service
• Maintaining an electronic patient record system
• Maintaining spreadsheets and diary management
• Typing clinical letters and reports
• Minuting meetings and other general office duties
• Provide excellent customer service face to face and on the telephone
• Work flexibly within the admin team to support the multi-disciplinary clinical team
• Attend relevant training courses as required
• Meet the essential criteria as outlined in the Personal Specification

Skills

Word processing

Audio typing

Microsoft Word

Microsoft Outlook

Microsoft Excel

Confidentiality

Minute taking

Shorthand

Organisation

Education

NVQ Level 3 in Business Administration

OCR/RSA Level 3 Word-processing

GCSE/O-Level

NVQ Level 3 in Customer Care

Tools

RiO

Job description

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

Administration Officer

The closing date is 29 September 2026

This is a very busy service and the post-holder is part of an admin team which supports the multi-disciplinary clinical team. Duties will include processing referrals into the service, maintaining an electronic patient record system, maintaining spreadsheets, diary management, typing clinical letters and reports and minuting meetings 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 Team Lead / Administration Manager / Team Manager to ensure a comprehensive, high quality administrative service to the team 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.

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
• Minute taking experience
• Diary Management
• Ability to be self-directed, motivated and be able to contribute positively within a team
• Ability to change tasks at short notice
• Reliable and punctual
• 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.

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. 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.

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.

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

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

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