Office Support

NHS BUSINESS SERVICES AUTHORITY; Newcastle upon Tyne; On-site; GBP 20,000 - 25,000; Full time

Job summary

A public health service organization in Newcastle upon Tyne is seeking an Office Support colleague to manage postal operations, prepare documents, and support a busy office environment. The ideal candidate should have excellent communication skills and attention to detail. Work includes sorting post and liaising with colleagues. Opportunities exist for improvement suggestions and contributions to team culture.

Qualifications

• Excellent communication skills, both verbal and written.
• Ability to manage workload and meet deadlines.
• Attention to detail for accuracy in tasks.

Responsibilities

• Opening and sorting incoming post, ensuring it is directed correctly.
• Preparing documents for scanning and securely transferring them.
• Maintaining a clean and organized workspace.

Job description

Job Overview

As an Office Support colleague you will play a key role in keeping our operations running efficiently. Your role will include managing post, preparing documents and supporting the wider team in a busy office environment. Interviews take place face to face. If we receive a high volume of suitable applications we may decide to close the advert early.

We welcome conversations about this opportunity, so please don’t hesitate to reach out if you want to find out more.

Key Responsibilities

• Opening and sorting incoming post, ensuring it is directed correctly.
• Preparing documents for scanning and transferring them securely.
• Packing and sending outgoing post, checking accuracy and presentation.
• Logging and tracking work to maintain accurate records.
• Handling stock – receiving, logging and storing supplies.
• Keeping the workspace clean and organised.
• Supporting colleagues by recalling archived documents and liaising with scanning and post room teams.
• Communicating with colleagues via e‑mail, phone and Teams.
• Supporting new starters through induction and mentoring.
• Following GDPR and health and safety guidelines.
• Meeting performance and accuracy targets.
• Suggesting improvements and contributing to a positive team culture.

Detailed Responsibilities

1. Managing own workload and operating in line with Service Level Agreements, internal agreements / policies and technical instructions / procedures within agreed timescales.
2. Opening, examining and sorting of incoming paperwork to ensure it is distributed appropriately.
3. Preparing post to be scanned and transferred to the scanning facility according to agreed procedures, including loading, labelling and logging of crates.
4. Ensuring work is stored safely in accordance with GDPR Policy.
5. Logging and maintaining accurate data on work handled.
6. Assessing whether application forms are complete and taking appropriate action to facilitate completion.
7. Printing and packing all outgoing post, ensuring the address is visible, correct documents are included and the envelope is securely sealed.
8. Preparing outgoing post for collection according to agreed procedures and using the relevant computer systems.
9. Preparing historical work for scanning, arranging transfer to scanning facility and warehouse, including clear labelling of crates and maintaining the log following agreed procedures.
10. Liaising with colleagues in scanning services and the post room.
11. Recalling requested batches of work from the warehouse, locating the relevant documents and passing them back to the requester for further action.
12. Processing and logging Dead Letter Office post in line with work stream requirements.
13. Communicating with colleagues verbally (in person or telephone), via e‑mail or Teams as required.
14. Adhering to health and safety guidelines.
15. Working to agreed performance and accuracy targets.
16. Assisting with the induction and mentoring of new staff or colleagues.
17. Liaising with the Office Coordinator.
18. Stock taking of office supplies.
19. Receiving stock, logging it and putting it away.
20. Maintaining a clean and organised workspace.
21. Continuously identifying areas of improvement and feeding these back to the team manager.
22. Performing other duties commensurate with pay band and experience.

Commitment to Equality and Inclusion

The NHSBSA is passionate about creating a diverse and inclusive organisation. We welcome applications from talented people of diverse characteristics including age, disability, gender identity and expression, race or ethnicity, religion or belief, sexual orientation, or any marginalised group. We also welcome applications from all those in the Armed Forces Community. We are a Disability Confident Leader, Stonewall Top 100 employer and have recently been awarded the Employers Network for Equality and Inclusion Gold Standard benchmark. A copy of our Privacy Notice is available to view at the link below: NHSBSA Privacy Notice.