Administrator

NHS Jobs; Sunderland; Hybrid; GBP 21,000 - 25,000; Full time

Job summary

South Tyneside and Sunderland NHS Foundation Trust is seeking an Administrator to support the mental health clinical team across multiple sites in Sunderland and Washington. The role involves front-line contact, referral processing, diary management and general admin support.

The post requires flexibility to travel to different bases and provide cover as needed; effective communication and administrative skills are essential.

Qualifications

• GCSE Maths and English at grade C or above, or equivalent.
• Educated to NVQ Level 3 in Business Admin or equivalent or relevant experience.
• Experience in NHS or community mental health setting preferred.

Responsibilities

• Be the first point of contact for service users and professionals contacting the Service to make a referral.
• Complete the referral form over the telephone and input patient information into the Iaptus system in real time.
• Liaise with the Clinical Team as referrals are received to ensure triage is timely.
• Coordinate the scheduling processes on a day-to-day basis including overseeing cancellations/rescheduling.
• Diary management and reception cover; greet service users.
• Minute taking at internal and external meetings and manage outgoing mail.

Skills

Interpersonal

Communication

Organisational

Independence

Empathy

Confidentiality

Training

Iaptus

Emis

Education

GCSE Maths & English

NVQ Level 3 in Business Admin

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-quality interventions in the community to people with a range of mental health problems? 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 flexible approach to provide administrative support to the clinical team, ensuring a first-class service is delivered to our service users.

Working hours of the posts:

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

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

Main duties of the job

The service receives referrals from a range of sources including 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 standards highlighting any capacity issues to the Admin Lead, Clinical Team Manager as needed.
• To manage the Clinician diary on a day-to-day basis, making changes to the profiling of slots as requested by clinicians.
• To provide supervision to junior staff as and when needed.
• To ensure that all mandatory information systems are updated within Iaptus.
• To oversee cancellation and rescheduling of appointment requests.
• To coordinate the admin inbox ensuring colleague and patient communications are responded to promptly.
• Minute taking at internal and external meetings.
• To process any incoming/outgoing mail.
• To be responsible for the management of petty cash.
• To be responsible for the ordering of stationary.
• To provide support 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 exposed to upsetting and distressing calls, therefore an element of resilience is needed, 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.

Job responsibilities

PLEASE REFER TO THE ATTACHED JOB DESCRIPTION FOR FULL DUTIES OF THE ROLE.

• 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.

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

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