Administrator

NHS; Sunderland; Hybrid; GBP 20,000 - 26,000; Full time

Job summary

South Tyneside and Sunderland NHS Foundation Trust is seeking an Administrator to support the clinical team with high-quality administrative tasks. The role includes diary management, referrals processing, and minute-taking across multiple sites.

You will help ensure smooth operations and patient communication. The post requires resilience, empathy, and flexibility, with working base at several local sites.

Qualifications

• GCSE Maths and English C or above or equivalent.
• Educated to NVQ Level 3 in Business Admin or equivalent or relevant experience.

Responsibilities

• Be the first point of contact for service users and professionals.
• Coordinate referrals and input patient details into systems in real time.
• Triages referrals with Clinical Team to ensure timely processing.
• Manage appointment scheduling and diary changes for clinicians.
• Provide reception cover and greet service users.
• Take minutes at internal and external meetings.
• Support admin team during shortfalls.
• Adhere to Trust policies and confidentiality requirements.

Skills

Diary management

Minute taking

Communication skills

Reception duties

Confidentiality

Empathy

Team work

Education

NVQ Level 3 in Business Admin

GCSE Maths and English (C+)",

Tools

Iaptus

Emis

Job description

Go back South Tyneside and Sunderland NHS Foundation Trust

Administrator

The closing date is 30 September 2026

Do you want to join an innovative service delivering high-qualityinterventions in the community to people with a range of mental healthproblems? If the answer is yes, and you meet the essential criteria, then please apply for this post. We are looking for an experienced, skilled, positive-minded, trustworthy, hardworking, and enthusiastic Administrator with a flexibleapproach to provide administrative support to the clinical team, ensuring a first-classservice is delivered to our service users.

Working hours of the posts:

• X1 37.5 hours. Monday to Friday (09:0017:00 30 minutes lunch) Working Base: ValleyRoad Academy, 2 Corporation Rd, Hendon, Sunderland SR2 8PL
• X1 15 hours. Working within core hours Mondayto Friday (09:00 17:00 30 minutes lunch) Working base: WessingtonPrimary School, Lanercost, Washington NE38 7PY
• X1 37.5 hoursMondayto Friday (09:00 17:00 30 minutes lunch) Working Base: GrassbanksHealth Centre NE10 8DX
• X1 30 hoursMonday to Thursday (09:00 17:00 30 minutes lunch) Working Base: Cleadon Park Primary Care Centre
• X1 16 hours Monday and Tuesday (09:00 17:0030 minutes lunch) Working Base: Cleadon Park Primary Care Centre

Please note the post holderwill be required to travel to other sites to cover shortfalls within thedivision should the need occur, therefore access to a car is preferred.

Main duties of the job

The service receives referrals from a range of sourcesincluding external agencies such as GPs, internal colleagues within the trust,and self-referrals from clients wishing to access the service.Key Tasks within role:

• To manage the scheduling of new/review patients in line with national standardshighlighting any capacity issues to the Admin Lead, Clinical Team Manager asneeded.
• To managethe Clinician diary on a day-to-day basis, making changes to the profiling ofslots as requested by clinicians.
• To providesupervision to junior staff as and when needed.
• To ensurethat all mandatory information systems are updated within Iaptus.
• To overseecancellation and rescheduling of appointment requests.
• Tocoordinate the admin inbox ensuring colleague and patient communications areresponded to promptly.
• Minutetaking at internal and external meetings.
• To processany incoming/outgoing mail.
• To beresponsible for the management of petty cash.
• To beresponsible for the ordering of stationary.
• To providesupport to the wider Mental Health Admin Teams in times of shortfalls.
• The post holder should be organised,empathetic, and adaptable to change.

The post holder may occasionally be exposedto upsetting and distressing calls, therefore an element of resilience isneeded, however full training is provided internally.

About us

One Team One Trust - There are many reasons to work at our Trust. From our commitment to putting people first to our accessible services and award winning teams. We have a passion for research, innovation and tackling inequalities. We are committed to respect, fairness and civility and promote a compassionate, caring and positive culture / working environment.

We welcome all applications irrespective of peoples race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups. Looking after our workforces health and wellbeing is a priority for us. We also provide access to high quality education, training, career progression and support.

• Flexible working is supported via our Flexible Working Policy.

The Trust employs around 8,746 people and provides a range of hospital services to a local community of around 430,000 residents. We also provide a range of more specialised services outside this area.

• We offer our staff outstanding benefits - Fitness Centre (SRH), libraries at both hospital sites, chaplaincy support and access to a Care Co-ordinator to help staff with childcare arrangements.

If you use AI,and it poses a risk to the integrity of your individual recruitment process, we may withdraw your application at any stage of the process.

Job responsibilities

• To be the first point of contact for service users and professionals contacting the Service to make a referral via the telephone, showing empathy and understanding.
• Completing the referral form over the telephone, where required, ensuring patient information is inputted into the Iaptus System in real time efficiently and effectively.
• To liaise with the Clinical Team as referrals are received to ensure they are triaged in a timely manner.
• To coordinate the scheduling processes on a day to day basis including overseeing any cancellation or rescheduling of appointments.
• Diary management.
• To provide reception cover meeting and greeting service users into the department.
• Minute taking at internal and external meetings.
• Care Pathway management- ensuring patients are moved to the appropriate stage in within the care pathway as needed.
• To ensure that appropriate procedures and Trust Policies are adhered to at all times and that national standards and RTT performance targets are met.
• To comply with the Trusts vision, values and behavioural compact.

Please note the Trust are not able to offer Skilled Worker Sponsorship for this role as it does not meet the UKVI threshold requirements. Applicants are requested to consider this when making their application. Please visit Gov.UK for further information.

Person Specification

Qualifications

• GCSE Maths and English C or above, or equivalent.
• Educated to NVQ Level 3 in Business Admin or equivalent or relevant experience.

Experience

• Ability to prioritise tasks.
• Ability to work as part of a team or on own initiative.
• Ability to communicate messages and instructions accurately to colleagues, both verbally and in writing.
• Developed keyboard skills (through practice).
• Previous minute taking experience.

Skills and Knowledge

• Proven Interpersonal /communication skills.
• Effective organisational skills
• Able to work without supervision
• Basic skills of empathy and reassurance.
• General understanding of confidentiality requirements in a health care setting.
• Willing to undertake further training related to role.
• Knowledge of Iaptus
• Knowledge of Emis

Physical Skills

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

South Tyneside and Sunderland NHS Foundation Trust