Administration Officer

NHS; Whitehaven; On-site; GBP 20,000 - 26,000; Full time

Job summary

A leading NHS foundation trust in Whitehaven is looking for an Administration Officer. The role involves providing essential secretarial support within a busy team, maintaining patient records, and ensuring effective communication with clinical teams. Candidates should ideally possess secretarial experience and a high proficiency in Microsoft Office applications. Flexibility in working hours is required, along with the ability to handle stressful situations. This full-time role offers a dynamic environment to contribute positively to mental health services.

Qualifications

• Must have previous secretarial experience in a clinical setting.
• Ability to maintain confidentiality and handle sensitive information.
• Must demonstrate effective communication and interpersonal skills.

Responsibilities

• Serve as the first point of contact for hospital staff.
• Maintain electronic patient record systems and update patient information.
• Attend and minute team meetings.

Skills

Secretarial experience

Communication skills

Organizational skills

Microsoft Office

Minute taking

Education

O-Level/GCSE in Maths and English

Word-processing Level 3 qualification

Audio Typing qualification

NVQ Level 3 in Business Administration

Tools

Microsoft Office Suite

RiO patient information system

Job description

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

Administration Officer

The closing date is 12 February 2026

An exciting, full-time post has arisen within the Cumbria Psychiatric Liaison Team working within the West Cumberland Hospital. The post holder will have experience of working in a similar work environment and previous secretarial experience is essential due to the demands of the role.

The post holder will be working alongside a team of Administrators, Administration Manager, Team Managers and Clinical Managers with allocated duties to support the administration function for this team. A good knowledge of Microsoft packages and typing qualifications are essential for this role.

This role is based at West Cumberland Hospital and will involve covering some weekend working on a monthly rota.

Main duties of the job

Secretarial experience working within a team.

Experience in a customer / patient and service user focused environment

Excellent communication and Interpersonal Skills

A good understanding of the RiO system (not essential as training given to those who have not worked on this system before)

A good knowledge of Microsoft Word/Office packages and typing qualifications

Good verbal and written communication skills

Medical/clinical minute taking skills, as attending MDT meetings and updating RIO and action plans on a screen is a required part of the role.

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

The post holder will be able to demonstrate the ability to deal with possible exposure to occasionally distressing or highly emotional circumstances and will be expected to ensure they participate on all relevant training courses appropriate to the role.

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.

Information also re foreign risk exposure, as described above, applies here.

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

Job responsibilities

This is a very busy service, and the role holder will carry out several varied tasks including being the first point of contact for acute hospital staff, and professionals from other teams and so a professional friendly manner is vital. This role is part of a wider team of administrators which support the multi-disciplinary clinical teams, and duties will include monitoring of a generic inbox, typing letters, maintaining an electronic patient record system (Rio), attending and minuting various team meetings as well as other general office duties.

A high level of organisation and excellent communication skills, both written and verbal, along with extensive working experience of the Microsoft suite are required.

Please find attached job description for full details.

Advertising date: 29th January 2026

Closing date: 12th February 2026

We welcome your application.

Person Specification

Education and Qualification

• General level of education in Maths and English to O-Level/GCSE or equivalent
• 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
• NVQ Level 3 in Business Admin
• Medical Secretary Diplomas/Certificates

Knowledge and Experience

• Previous secretarial/clerical experience
• Good working knowledge of Microsoft Office Applications
• Ability to uphold confidentiality at all times
• Ability to maintain and update patient information systems eg RiO
• Knowledge of NHS policies and procedures
• Knowledge of medical/clinical terminology

Skills and Competences

• Excellent communication and interpersonal skills, both verbal and written
• Excellent organisational and planning skills
• Minute taking
• Evidence of aptitude in a similar role

Role Specific Requirements

• Flexible attitude to cope with fluctuating workloads

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.

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