Fit Testing Admin Support Officer

The Newcastle upon Tyne Hospitals NHS Foundation Trust; Newcastle upon Tyne; On-site; GBP 21,000 - 26,000; Full time

Job summary

The Newcastle Hospitals NHS Foundation Trust is seeking a Fit Test Administrator to support the Trust's respiratory protective equipment programme. The role provides administrative and organisational support to ensure fit testing services are delivered efficiently across the organisation.

No prior fit testing required as full training will be provided; experience with PPE or RPE is advantageous. You will coordinate appointments, manage records, and liaise with staff across multiple sites to

Qualifications

• Good organisational skills.
• Able to take and transcribe minutes of meetings.
• Knowledge of Microsoft Office.
• Understanding of confidentiality.

Responsibilities

• Coordinate daily, weekly and monthly fit testing schedules across multiple sites.
• Manage diaries, appointments and bookings for fit testing sessions.
• Maintain accurate electronic and paper records relating to fit testing activities.
• Liaise with Trust staff and external stakeholders to ensure timely access to services.
• Support data entry, reporting and audit activities related to fit testing.

Skills

Organisational skills

Minutes taking

Microsoft Office

Confidentiality

Education

NVQ Level 3 or equivalent/experience

Job description

Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS hospital trusts in the country. We have around 16,000 staff and an annual budget of £1.7 billion.

With strong history of providing high quality care, clinical excellence, research and innovation regionally, nationally and internationally, w e’re in the top five providers of specialised health services in the country.

As well as providing a wide range of hospital and community services, we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.

We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, sex, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.

Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.

Job overview

An exciting opportunity has arisen for aFit Test Administrator to join the Trust's Fit Testing Team. This role is essential in supporting the delivery of the Trust's respiratory protective equipment (RPE) programme by providing comprehensive administrative and organisational support to ensure fit testing services are delivered efficiently and effectively across the organisation.

The successful candidate will possess excellent organisational, communication and administrative skills, with the ability to prioritise workloads and maintain a high degree of accuracy. Previous experience of fit testing is not essential, as full training will be provided; however, knowledge or experience of fit testing processes, PPE, or respiratory protective equipment would be advantageous.

The Fit Testing Team plays a vital role in ensuring the Trust remains compliant with national guidance and health and safety requirements relating to FFP3 masks and respiratory protection. The post holder will contribute to maintaining high standards of service delivery, supporting the health, safety and wellbeing of staff and patients across the Trust.

Main duties of the job

The post holder will play a key role in supporting compliance with national respiratory protective equipment (RPE) requirements while maintaining high standards of customer service and record management.

Previous experience of fit testing is not essential as full training will be provided. Experience in fit testing, respiratory protective equipment (RPE), stock management or NHS administration would be advantageous.

Working for our organisation

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:

• Northern Centre for Cancer Care, North Cumbria

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

Detailed job description and main responsibilities

The post holder will be responsible for the day-to-day coordination of fit testing activities, including diary and appointment management, maintaining accurate records and databases, stock control and ordering of fit testing equipment and consumables, and acting as the first point of contact for enquiries via telephone and email. The role requires close liaison with the Senior Nurse in charge, clinical and non-clinical colleagues across the Trust to support the planning and delivery of fit testing sessions and ensure staff have timely access to fit testing services.

The Fit Test Administrator will provide comprehensive administrative and operational support to the Trust's Fit Testing Service, ensuring the efficient planning, coordination and delivery of fit testing activities across all Trust sites. The post holder will work closely with the Fit Test Lead and Fit Testing Team to support the Trust's compliance with national respiratory protective equipment (RPE) requirements and associated health and safety regulations.

The role requires excellent organisational, communication and administrative skills, with the ability to manage multiple priorities, maintain accurate records and deliver a high standard of customer service to colleagues across the Trust.

Administrative Support

• Provide comprehensive administrative support to the Fit Testing Team.
• Manage the Fit Testing Team's diaries, scheduling and coordinating appointments across multiple Trust locations.
• Arrange, amend and cancel fit testing appointments as required.
• Maintain accurate electronic and paper-based records relating to fit testing activities.
• Ensure all documentation is completed accurately and stored in accordance with Trust policies and information governance requirements.
• Produce reports, spreadsheets and other administrative information as requested by the Fit Test Lead.
• Support the development and maintenance of administrative processes that improve service efficiency.

Communication and Liaison

• Act as the first point of contact for the Fit Testing Service.
• Respond to telephone calls, emails and written enquiries in a professional, courteous and timely manner.
• Manage the Fit Testing Team mailbox and ensure enquiries are appropriately prioritised and actioned.
• Take accurate messages and ensure information is passed promptly to the relevant member of staff.
• Liaise with clinical and non-clinical colleagues, managers and departments across the Trust to coordinate fit testing requirements.
• Maintain positive working relationships with key stakeholders to support the efficient delivery of the service.

Diary and Appointment Management

• Coordinate daily, weekly and monthly fit testing schedules.
• Manage bookings and appointments using Trust systems and databases.
• Ensure staff are allocated appointments in line with operational requirements and service capacity.
• Monitor clinic utilisation and support the effective use of available appointment slots.
• Send appointment confirmations, reminders and follow-up communications as required.

Data Management and Reporting

• Accurately record fit testing outcomes and associated information on Trust systems, including ESR and other approved databases.
• Ensure all data is entered in a timely manner and meets required standards of accuracy and completeness.
• Assist with data collection, reporting and audit activities.
• Produce activity reports and support monitoring of service performance indicators.
• Escalate data discrepancies or system issues appropriately.

Stock Control and Equipment Management

• Maintain stock levels of fit testing equipment, consumables and associated materials.
• Undertake routine stock checks and maintain accurate inventory records.
• Monitor stock usage and identify replenishment requirements.
• Order equipment and supplies in accordance with Trust procurement procedures.
• Ensure fit testing equipment and materials are available to support planned clinics and training sessions.
• Report equipment faults, shortages or maintenance requirements to the appropriate person.

Support for Fit Testing Services

• Provide administrative support for fit testing clinics and training sessions.
• Assist in the preparation and organisation of resources needed for fit testing activities.
• Support the Fit Testing Team in delivering a responsive and high-quality service.
• Contribute to maintaining service standards and ensuring operational effectiveness.
• Assist with service improvement initiatives where appropriate.

Quality, Governance and Compliance

• Ensure all work is undertaken in accordance with Trust policies, procedures and standards.
• Maintain confidentiality and comply with Data Protection and Information Governance requirements.
• Support compliance with health and safety regulations relevant to the Fit Testing Service.
• Participate in audits and quality assurance activities as required.
• Identify and report any concerns relating to service delivery, equipment or compliance.

Training and Development

• Participate in mandatory and role-specific training programmes.
• Develop and maintain knowledge relevant to the role and service requirements.
• Undertake fit testing training as required.
• Support the administration of training and update sessions delivered by the Fit Testing Team.
• Previous fit testing experience is not essential as full training will be provided; however, experience or knowledge of fit testing processes, PPE or respiratory protective equipment would be advantageous.

General Responsibilities

• Maintain a professional, flexible and proactive approach to work.
• Work effectively as part of a multidisciplinary team.
• Contribute to the achievement of Trust objectives and service priorities.
• Undertake any other duties commensurate with the grade of the post as requested by the Fit Test Lead or Line Manager.

Key Working Relationships

The post holder will work closely with:

• Members of the Fit Testing Team
• Trust managers and clinical leaders
• Clinical and non-clinical staff requiring fit testing
• Occupational Health and Health & Safety teams
• Procurement and Supplies colleagues
• Education and Training teams
• Administrative and operational departments across the Trust

This role is critical in supporting the Trust's commitment to protecting staff through the effective delivery of fit testing services and ensuring compliance with national respiratory protective equipment requirements.

Whilst Newcastle Hospitals are a forward thinking and highly innovative organisation, the use of Third-Party Artificial Intelligence (AI) presents a risk to the integrity of our Recruitment & Selection processes. If you use AI, and it poses a risk to the integrity of your individual application or to the recruitment process, we may withdraw your application at any stage of the process.

Person specification

• NVQ Level 3 or equivalent qualification or experience
• Knowledge of Microsoft Office
• Good organisational skills
• Able to take and transcribe minutes of meetings
• Understanding of confidentiality