Apprentice Administration Support Officer

NHS; Newcastle upon Tyne; On-site; GBP 18,000 - 20,000; Full time

Job summary

A leading healthcare provider in Newcastle upon Tyne is seeking an Apprentice Administration Support Officer to join their Waiting List Team. The role involves supporting patient care delivery, scheduling appointments, and maintaining waiting lists. Candidates should possess good communication and organisational skills, along with the ability to work as part of a team. An apprenticeship leading to a Level 3 Business Administration qualification will be part of the role. This position offers opportunities for personal and professional development.

Benefits

Flexible working arrangements

On-the-job training

Qualifications

• Good level of general clerical experience required.
• Working knowledge of Microsoft Office is essential.
• Experience with NHS computerised systems is an asset.

Responsibilities

• Support the scheduling and organisation of waiting lists.
• Handle patient interactions through phone and letters.
• Complete Business Administration Level 3 Apprenticeship within 18 months.

Skills

Good communication skills

Good organisational skills

Ability to manage time effectively

High level of accuracy

Interpersonal skills

Education

English and Maths at Level 2 or equivalent

English and Maths at Level 1 or equivalent

Tools

Microsoft Office

NHS computerised systems

Job description

Apprentice Administration Support Officer

The closing date is 04 January 2026

This is an exciting opportunity to join our dedicated Waiting List Team, in the Cardiothoracic Clinical Board. We are seeking a self‑motivated, innovative individual with excellent attention to detail to support the delivery of high‑quality patient care.

As an Apprentice Administration Support Officer, you will play a key role in ensuring the smooth running of waiting lists across all areas in Cardiothoracic.

• Interview Date Friday 16 January 2026
• You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.

NO AGENCIES PLEASE

Main duties of the job

This post will work closely with clinical staff, operational managers and other administrative teams to support the scheduling and organisation of waiting lists in the Cardiothoracic Clinical Board.

The role involves direct contact with patients through telephone or via letters to arrange, amend and cancel appointments. The role will also respond to patient queries in a sensitive and confidential manner.

The role will develop knowledge, and put into practice, NHS policies and procedures including Referral to Treatment, whilst developing administrative and IT skills through on‑the‑job training and formal apprenticeship learning.

About us

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

With around 2 million contacts with patients every year, we deliver care from:

• Royal Victoria Infirmary (RVI)
• Freeman Hospital
• Newcastle Dental Hospital
• Newcastle Fertility Centre
• Northern Centre for Cancer Care, North Cumbria
• Northern Genetics Service

These include a range of flagship services which deliver cutting‑edge care (supported by state‑of‑the‑art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.

We also have offices at Regent Point in Gosforth and community sites.

Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.

For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust.

Job responsibilities

• Throughout the apprenticeship the post holder will gain experience working in the team within the Cardiothoracic service.
• The successful candidate will develop the required skills to assist in the day to day operation of the section ensuring the delivery of a consistently high quality service to the Trust.
• The successful candidate will complete the Business Administration Level 3 Apprenticeship within 18 months.
• Working within a team of staff supporting the provision of an efficient service to Senior Staff and other staff within their team.
• Audio typing of letters and documents as appropriate.
• Deal with telephone enquiries promptly.
• Communicate with patients / carers / visitors / staff as appropriate.
• Cover admin posts Trust wide as required.

Apprenticeship Posts - You will need to be able to meet all the eligibility requirements as prescribed by the apprenticeship criteria to undertake the role.

To be eligible for an apprenticeship you must:

• Have the right to work and remain in the UK.
• Have lived in the UK for at least 3 years.
• Provide original evidence of required English and maths qualifications.

Further information:

• You will not be considered if you have an equivalent or higher qualification in the same or a very similar subject.
• You must not be engaged in any other funded training or education programme.
• We cannot sponsor applicants during or on successful completion of the apprenticeship so please ensure you meet visa status eligibility.
• We cannot accept applications from student visa applicants.

Please be advised if you are a 'Non‑UK National' applicant you must meet the eligibility criteria and fulfil the settlement requirements of the apprenticeship course funding. Your settlement status will need to be verified as eligible for funding, by the relevant apprenticeship provider, for you to formally enrol on the course.

Further details can be found on the UK Government website.

Person Specification

QUALIFICATIONS

• English and Maths at Level 1 or equivalent (GCSE 3‑2 or D‑E or Functional/Key Skills Level 1)
• English and Maths at Level 2 or equivalent (GCSE 9‑4 or A*‑C or Functional/Key Skills Level 2)

KNOWLEDGE

• Good level of general clerical experience
• Working knowledge of Microsoft Office
• Experience of NHS computerised systems / eRecords

SKILLS

• Good communication skills and interpersonal skills
• Good organisational skills with the ability to prioritise workload and meet deadlines
• Able to work effectively as part of a multidisciplinary team
• High level of accuracy and presentation
• Ability to manage time effectively and work on own initiative

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

The Newcastle upon Tyne Hospitals NHS Foundation Trust