Administration Assistant/Clerical Officer

NHS; Newcastle upon Tyne; On-site; GBP 25,000; Full time

Job summary

An established healthcare provider is seeking a dedicated administrative assistant to support medical and nursing staff. This role involves audio typing, maintaining databases, and handling patient inquiries. With a focus on effective communication and organizational skills, you'll play a vital role in ensuring smooth operations within the department. Join a team that values diversity and offers opportunities for professional development while making a significant impact on patient care. If you're ready to contribute to a dynamic healthcare environment, this position is perfect for you.

Qualifications

• Good general education including GCSEs in English and Mathematics.
• Proven experience of touch typing and using computer systems.

Responsibilities

• Assist in the delivery of administrative services for medical staff.
• Manage telephone enquiries and coordinate waiting lists.

Skills

Touch Typing

Microsoft Word

Microsoft Excel

Communication Skills

Organizational Skills

Education

GCSE in English

GCSE in Mathematics

NVQ2/RSA2 in Word Processing

Tools

Microsoft Outlook

Job description

Job summary

The post holder will be required to assist in the delivery of a comprehensive administrative service to support medical and nursing staff within the speciality. The post holder will undertake audio typing/word processing, maintain and update excel databases, along with distributing, filing and scanning of documents. The post holder will be required to answer telephone enquiries and assist in the co-ordination of waiting lists. The post holder will cover the workload of other members of the Neurology administration team as required.

Main duties of the job

The post holder will undertake audio typing/word processing, maintain and update an excel database, monitor and action the headache e-mail boxes, along with the filing and scanning of documents. The post holder will be required to answer telephone enquiries and assist in the co-ordination of waiting lists. The post holder will also be asked to cover the workload of other members of the Neurology administration team as required.

There is a requirement to respond to external and internal telephone queries from staff, patients and others. The post holder will deal with telephone calls relating to general patient enquiries.

The post holder will have a good standard of education to include GCSE's or equivalent, including English. The poster holder will have secretarial/clerical experience, proven ability to be able to touch type to a high standard and have experience of computerised systems/software programmes.

There will be requirement to exercise judgement when dealing with queries. The post holder may be required to locate and track case notes. You may be required to support the specialty team in the delivery of waiting list management.

The post holder will prioritise and plan workload and organise own time. The post holder will ensure patient information is requested and provided in a timely manner and deal with incoming and outgoing correspondence in a timely manner.

About us

University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke-on-Trent and County Hospital in Stafford, we are proud to serve around three million people and we're highly regarded for our facilities, teaching and research. We are the specialist centre for major trauma for the North Midlands and North Wales.

All of our employees make a valuable contribution regardless of role here at UHNM and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential.

UHNM create and encourage a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected. In return we ask all of our employees to make a commitment to the values, co-created by or staff, patients and carers, and that unite us as a Trust.

At University Hospitals of North Midlands NHS Trust we know that investing in, supporting and developing our staff has a direct impact on the quality of care that we deliver. Our employees are as important as our patients and the population that we serve.

Details Date posted

08 May 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,169 a year Pro rata

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

205-6986402-A

Job locations

Royal Stoke

Newcastle Road

Newcastle Under Lyme

ST4 6QG

Job description Job responsibilities

To assist with delivery of a comprehensive administrative service to support medical and nursing staff within the specialty. The post holder will undertake audio typing/word processing, maintain and update an excel database, monitor and action the headache e-mail boxes, along with the filing and scanning of documents. The post holder will be required to answer telephone enquiries and assist in the co-ordination of waiting lists. The post holder will also be asked to cover the workload of other members of the Neurology administration team as required.

There is a requirement to respond to external and internal telephone queries from staff, patients and others. The post holder will deal with telephone calls relating to general patient enquiries.

The post holder will have a good standard of education to include GCSEs or equivalent, including English. The poster holder will have secretarial/clerical experience, proven ability to be able to touch type to a high standard and have experience of computerised systems/software programmes.

There will be requirement to exercise judgement when dealing with queries. The post holder may be required to locate and track case notes. You may be required to support the specialty team in the delivery of waiting list management.

The post holder will prioritise and plan workload and organise own time. The post holder will ensure patient information is requested and provided in a timely manner and deal with incoming and outgoing correspondence in a timely manner.

Job description Job responsibilities

To assist with delivery of a comprehensive administrative service to support medical and nursing staff within the specialty. The post holder will undertake audio typing/word processing, maintain and update an excel database, monitor and action the headache e-mail boxes, along with the filing and scanning of documents. The post holder will be required to answer telephone enquiries and assist in the co-ordination of waiting lists. The post holder will also be asked to cover the workload of other members of the Neurology administration team as required.

There is a requirement to respond to external and internal telephone queries from staff, patients and others. The post holder will deal with telephone calls relating to general patient enquiries.

The post holder will have a good standard of education to include GCSEs or equivalent, including English. The poster holder will have secretarial/clerical experience, proven ability to be able to touch type to a high standard and have experience of computerised systems/software programmes.

There will be requirement to exercise judgement when dealing with queries. The post holder may be required to locate and track case notes. You may be required to support the specialty team in the delivery of waiting list management.

The post holder will prioritise and plan workload and organise own time. The post holder will ensure patient information is requested and provided in a timely manner and deal with incoming and outgoing correspondence in a timely manner.

Person Specification Essential Qualifications Essential

• Good general education to include GCSE (or equivalent) in English and Mathematics
• Proven experience of touch typing

Desirable

• NVQ2/RSA2 word processing or equivalent

Knowledge, Skills, Training and Experience Essential

• Good computer skills
• Experience and knowledge of using Microsoft Packages - Word, Excel and Outlook
• Relevant experience in a similar administrative role within the NHS
• Able to manage a varied workload and prioritise effectively
• Excellent communication/interpersonal skills
• Experience of telephone communication with a wide range of individuals and organisations
• Ability to work as part of a team

Desirable

• IT qualification

Personal Qualities Essential

• Flexible approach to managing workload
• Ability to communicate appropriately with colleagues, patients and carers, General Practitioners and external organisations

Person Specification Essential Qualifications Essential

• Good general education to include GCSE (or equivalent) in English and Mathematics
• Proven experience of touch typing

Desirable

• NVQ2/RSA2 word processing or equivalent

Knowledge, Skills, Training and Experience Essential

• Good computer skills
• Experience and knowledge of using Microsoft Packages - Word, Excel and Outlook
• Relevant experience in a similar administrative role within the NHS
• Able to manage a varied workload and prioritise effectively
• Excellent communication/interpersonal skills
• Experience of telephone communication with a wide range of individuals and organisations
• Ability to work as part of a team

Desirable

• IT qualification

Personal Qualities Essential

• Flexible approach to managing workload
• Ability to communicate appropriately with colleagues, patients and carers, General Practitioners and external organisations

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information 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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details Employer name

University Hospital of North Midlands NHS Trust

Address

Royal Stoke

Newcastle Road

Newcastle Under Lyme

ST4 6QG

Employer's website

https://www.uhnm.nhs.uk (Opens in a new tab)

Employer details Employer name

University Hospital of North Midlands NHS Trust

Address

Royal Stoke

Newcastle Road

Newcastle Under Lyme

ST4 6QG

Employer's website

https://www.uhnm.nhs.uk (Opens in a new tab)