Cumbria, Northumberland, Tyne and wear (CNTW) NHS Foundation Trust

Administration Officer

The closing date is 12 August 2025

Job summary

An exciting opportunity has arisen for an individual to join the Secure Care Forensic Community Administrative Team within the Specialist Care CBU.

This role involves working alongside a small team of administrators providing admin support to the Forensic Community (FCS), the Criminal Justice Liaison Diversion (CJLD) team and the CNTW & NPS Offender PD Consultation & Community Intervention Service.

The post holder will provide a proactive, comprehensive administrative service to the clinical teams and must be able to demonstrate proven 12 months experience of the following that are a requirement for this post:

Key administrative skills:

Excellent organisational, communication, and interpersonal skills
Ability to work under pressure and use initiative
Attention to detail and a high standard of written communication
Proficiency in Microsoft Office applications
Previous administrative or secretarial experience, including minute-taking experience, preferably in a healthcare setting and including typing live during discussions
Fast, accurate advanced typing/keyboard skills (audio-typing skills and experience is also desirable)
Confidence in using electronic patient record systems (e.g. RiO - though training will be provided)

Main duties of the job

Duties include:

Minute taking at clinical meetings i.e. Care Co-ordination Reviews, clinical team meetings and leadership meetings
Working from a shared central inbox
Typing letters, compiling reports and completing referral forms
Diary management including room allocations
Ordering stock and supplies
Reception and relational/environmental security duties supporting staff, patients and visitors

About us

We aim to attract and retain a diverse, talented and committed workforce, who are caring and compassionate, and therefore able to meet the demands of the modern NHS now and in the future. In return we can offer a dynamic working environment in which to build a career.

We offer:

A supportive and friendly working environment
Access to NHS pension scheme and a range of staff benefits
A generous and competitive annual leave allowance
Employee wellness and wellbeing initiatives

Date posted

29 July 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year pro rata per annum

Contract

Permanent

Working pattern

Full-time

Reference number

263-SCG25-108-AD

Job locations

St Nicholas Hospital

Jubilee Road

Gosforth

NE3 3XT

Job description

Job responsibilities

The post holder will be expected to be:

Self-directed, motivated and be able to contribute positively within a team
Well organised and structured
Demonstrate flexibility in the role

The post holder must facilitate excellent customer service and be confident in dealing with service users face to face as well as on the telephone.

The role will be a varied, with no two days the same and we require the post holder to use own their initiative, work under pressure, keep to strict deadlines and have excellent organisational, interpersonal and communication skills.

The post holder will report directly to the Administration Manager but work closely with the Clinical Team on a day to day basis.

Please find attached job description for full details.

Advertising date : 29th July 2025

Closing date : 12th August 2025

We welcome your application.

Please note - this vacancy may close early once a suitable number of applications are received.

Job description

Job responsibilities

The post holder will be expected to be:

Self-directed, motivated and be able to contribute positively within a team
Well organised and structured
Demonstrate flexibility in the role

The post holder must facilitate excellent customer service and be confident in dealing with service users face to face as well as on the telephone.

The post holder will report directly to the Administration Manager but work closely with the Clinical Team on a day to day basis.

Please find attached job description for full details.

Advertising date : 29th July 2025

Closing date : 12th August 2025

We welcome your application.

Please note - this vacancy may close early once a suitable number of applications are received.

Person Specification

Qualifications

Essential

General level of education to O-Level/GCSE or equivalent (A-C grade or equivalent, including English and Mathematics)
Word-processing qualifications at Level 3 (OCR/RSA Level 3 or equivalent skills and demonstrable experience)
An Audio Typing qualification or demonstrable equivalent experience

Desirable

NVQ Level 3 or QCF Level 3in Customer Care (or equivalent)
NVQ Level 3 or QCF Level 3 in Business Administration (or equivalent)

Skills

Essential

Note-taking skills
Able to communicate effectively at all levels, both written and verbal. Excellent interpersonal and communication skills
Good organisational and planning skills, using own initiative. Ability to prioritise and process information according to urgency
Flexible attitude to cope with fluctuating workloads and the occasional requirement to cover other areas in cases of staff absence
Discrete in handling confidential and sensitive information

Experience

Essential

Previous secretarial or clerical experience, minimum 1 year
Experience working with software packages including Microsoft Word, Excel, PowerPoint, and Patient Information Systems (e.g. RiO)
Note-taking experience, ideally including live typing during discussion
Prioritise and plan own workload to meet deadlines
Working in a team
Knowledge of NHS Policies and Procedures

Desirable

Experience in using stock ordering and petty cash systems
Experience of working with medical records filing systems
Knowledge and understanding of medical and/or specialised terminology
Willingness to learn
Working in healthcare or similar setting

Person Specification

Qualifications

Essential

General level of education to O-Level/GCSE or equivalent (A-C grade or equivalent, including English and Mathematics)
Word-processing qualifications at Level 3 (OCR/RSA Level 3 or equivalent skills and demonstrable experience)
An Audio Typing qualification or demonstrable equivalent experience

Desirable

NVQ Level 3 or QCF Level 3in Customer Care (or equivalent)
NVQ Level 3 or QCF Level 3 in Business Administration (or equivalent)

Skills

Essential

Note-taking skills
Able to communicate effectively at all levels, both written and verbal. Excellent interpersonal and communication skills
Good organisational and planning skills, using own initiative. Ability to prioritise and process information according to urgency
Flexible attitude to cope with fluctuating workloads and the occasional requirement to cover other areas in cases of staff absence
Discrete in handling confidential and sensitive information

Experience

Essential

Previous secretarial or clerical experience, minimum 1 year
Experience working with software packages including Microsoft Word, Excel, PowerPoint, and Patient Information Systems (e.g. RiO)
Note-taking experience, ideally including live typing during discussion
Prioritise and plan own workload to meet deadlines
Working in a team
Knowledge of NHS Policies and Procedures

Desirable

Experience in using stock ordering and petty cash systems
Experience of working with medical records filing systems
Knowledge and understanding of medical and/or specialised terminology
Willingness to learn
Working in healthcare or similar setting

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.