NHFM Admin Co-Ordinator

Northumbria Healthcare NHS Foundation Trust; North Tyneside; On-site; GBP 20,000 - 25,000; Full time

Job summary

A prominent healthcare provider in North Tyneside is seeking an Admin Co-ordinator to deliver efficient administrative support within their team. The role focuses on assisting Soft services and Estates teams and includes responsibilities such as processing invoices, transcribing meeting minutes, and maintaining accurate records. Successful candidates will demonstrate strong organizational and communication skills, with proficiency in Microsoft Office tools. This position offers the chance to contribute significantly to the effective operations of healthcare services.

Qualifications

• Efficient in administrative tasks for Soft services and Estates teams.
• Able to handle financial records and processing invoices accurately.
• Strong organizational and communication skills, proficient in Excel.

Responsibilities

• Provide administrative service to Soft services and Estates teams.
• Co-ordinate processing of orders and invoices.
• Maintain communication and administration standards.

Skills

Organizational skills

Communication skills

Proficiency in Microsoft Office

Analytical skills

Job description

A Vacancy at Northumbria Healthcare - NHFM (Northumbria Healthcare Facilities Management). An exciting opportunity has arisen for an Admin Co‑ordinator to join our team and provide an efficient and effective administrative service within NHFM. This role will specifically be providing administrative support for our Soft services and Estates teams, but the post holder will work in partnership with all NHFM Admin teams.

"Please note, for Secondment roles before an application is submitted, please ensure you have received the appropriate approval and completed documentation required beforehand, as this may delay the process if an offer was to be made."

Please note we reserve the right to close this vacancy prior to the closing date once the required number of suitable applications have been received.

Key Responsibilities

• Provide an efficient and effective administrative service to the Soft services and Estates teams.
• Co‑ordinate the processing of orders and invoices and the updating of relevant databases.
• Supporting other NHFM Admin teams when required.
• Make judgments involving facts or situations that require analysis, such as analysis of financial queries or discrepancies.
• Transcribe minutes of key meetings in a timely and accurate manner.
• Maintain action records of key meetings, sharing actions as appropriate and in a timely manner.
• Responsible for efficient booking of staff training requirements, venue information in conjunction with Department Managers.
• Responsible for accurate records in the Human Resource Systems - ESR, Healthroster and Therefore systems to assist/support Department Manager.
• Support the management team by organising appraisals and facilitating training.
• Maintain a high standard of communication, organisational skills and administration, including Excel spreadsheets and full use of all Microsoft Office packages.
• Typing letters under direction from Department Manager/Supervisors.
• Responsible for processing and recording invoices and collation of invoices for payment in all aspects of financial records in accordance with the Trust’s Standing Financial standing instructions.
• Observe confidentiality acquired in course of work with internal and external client, visitors and Trust employees.
• Checking and processing paperwork in regards to contractors where required.

About NHFM

NHFM is a wholly owned subsidiary of Northumbria Healthcare NHS Foundation Trust. Established in 2012, NHFM provide specialist project management services for large and small capital developments, estates maintenance and a full range of facilities services. Carrying out facilities management for a state‑of‑the‑art specialist emergency care hospital - The Northumbria, three general hospitals - North Tyneside, Wansbeck and Hexham hospitals - and a number of smaller community hospitals and clinic sites, we cover one of the largest geographical areas of any NHS trust in the country.

Work for us and you will be making a real difference to the NHS and the thousands of people who use our services each year. Visit our website www.nhfm.co.uk for more information about who we are and benefits of working for us.

Provide an administrative service to NHFM and fully adhering to all Trust Policies.

This advert closes on Tuesday 23 Dec 2025.