Ward Team Administrator

NHS; Tees Valley; On-site; GBP 24,000 - 27,000; Full time

Job summary

A healthcare provider in Tees Valley seeks a Ward Team Administrator for the Oakwood Unit. This role involves supporting clinical teams, managing enquiries, and maintaining patient files. Applicants must possess relevant qualifications in Business Administration and demonstrate strong communication skills. The position offers a salary ranging from £24,937 to £26,598 and requires the right to work in the UK. Join a motivated team focused on delivering high-quality care.

Benefits

Free parking

Access to Trust gyms

Generous NHS pension package

Annual leave of 27 days plus bank holidays

Mindfulness Training

Qualifications

• Experience in an administrative environment is essential.
• Customer service experience is a must.
• Ability to maintain confidentiality and data protection.

Responsibilities

• Act as the first point of contact for enquiries.
• Support diary management and appointment coordination.
• Ensure case note files are updated for patient appointments.

Skills

Good interpersonal and communications skills

Numerate for basic calculations

Experience with Microsoft Office applications

Organisational skills

Education

Level 3 Qualification in Business Administration or equivalent experience

Key skills in literacy and numeracy Level 2

Job description

Go back Tees Esk and Wear Valleys NHS Foundation Trust

Ward Team Administrator

The closing date is 12 December 2025

An exciting opportunity has arisen for a conscientious and supportive administrator to join our ward team on the Oakwood Unit in Middlesbrough.

Oakwood is an 8 bed male forensic rehabilitation ward which works with people with learning disabilities and/or people who are autistic. The ward sits within our trust's Health and Justice Service and provides care for people who have come into contact with the criminal justice system.

If you are looking for a new challenge, enjoy variety in your work and are looking to be part of a team striving to make a difference, we will welcome your application for this role.

You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role.

Main duties of the job

The role will include dealing with enquiries to the clinical team and other healthcare professionals, taking action where necessary and ensuring messages are communicated accurately to relevant personnel and in an appropriate and timely manner. You will be the first point of contact and should offer responses in a helpful manner towards enquiries or other issues raised. Offer support to diary management and appointment coordination, arrange and minute meetings, distributing agendas, papers etc.

You will also be required to create and ensure case note files are up to date and available for patient appointments/admissions, including liaison with other departments and sites.

Undertaking of general office duties as required, including ordering supplies, filing photocopying etc.

About us

Benefits for staff working in the Trust include:

• Free parking, car sharingand Cycle to Work Scheme.
• Access to Trust gyms, independent counselling, physiotherapy, Occupational Health, free flu vaccinations, Employee Support, Mindfulness Training, Employee Psychology and Staff Retreats.
• Generous NHS pensionand annual leave package (27 daysplus bank holidays).
• Regular 1-2-1s, quarterly supervision and annual appraisal, providing opportunity for discussion around achievements, challenges, aspirations and training and development opportunities.
• Staff recognition is very important to us; we work closely with colleagues to support development, the staff voice, and to recognise teams and individuals, highlighting outstanding work through our Greatix and Star Award schemes.

Job responsibilities

We recognise that Administrators are professionals and are a valuable asset to our organisation. We understand that they have a key role in the support and delivery of our services and that their contribution helps us in achieving our aim of consistently providing safe and high-quality care for our service users. The kind of care we would want for ourselves and for our loved ones.

Our organisation is on a Journey to Change, creating a great experience for our staff is one of three big goals. Ultimately, our aim is to be a proactive, responsible and mindful employer; recruiting, retaining and training our staff, for the right roles, at the right time.

Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.

Person Specification

Qualifications

• Level 3 Qualification in relevant field or equivalent experience or willingness to work towards Level 3 in Business Administration
• Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above/New GCSE in Maths and English (Grade 4 to 9) are an essential requirement to be fully competent in the role. Where an applicant does not have the above qualifications or are unable to provide evidence of the certification, the applicant MUST achieve the required standards during their probationary period.
• Level 3 in Business Administration.
• RSA Level 2 or equivalent Secretarial/administrative experience in a clinical environment.

Experience

• Experience of working in an administrative environment (diary management, filing systems, meeting coordination, minute talking, data input, collating and presenting information).
• Customer Service experience (face to face, answering calls, correspondence).
• Experience of organising completing demands and workloads.
• Experience of setting up and maintenance of administrative systems and processes.
• Experience of working autonomously and proactively.
• Experience of supporting/supervising staff.
• Experience of handling monies and working within financial guidelines.

Knowledge

• Comprehensive knowledge of Microsoft Office applications.
• Understanding of data protection and the need for confidentiality and how to maintain this.
• Knowledge of office systems and processes
• Knowledge of NHS systems

Skills

• Numerate to be able to undertake basic calculations/information.
• Good interpersonal and communications skills (articulate, meaningful, legible and appropriate to the audience).
• Accurately transcribe data from a variety of sources, including digital dictation software.
• Follow and work within defined procedures.
• Good organisational skills and able to prioritise workload and work on own initiative within procedures.
• Ability to work as part of a team, sharing knowledge and training.
• High level of attention to detail and quality of work.
• Ability to use and maintain office systems.
• Demonstrate accurate keyboard skills through the ability to word process documents and complete information accurately.

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.

Tees Esk and Wear Valleys NHS Foundation Trust

£24,937 to £26,598 a yearpro rata, per annum