Job summary
An exciting opportunity has arisen for an Administrative Assistant to support the work of Oncology and Haematology Research Team in which we develop new and innovative treatments across a range of cancers and haematology. We work as a close team of doctors, nurses and support staff and based at the Freeman Hospital. We have a busy portfolio of studies, and the post holder will be both patient facing and office administration within the team.
- Interview Date Wednesday, 13 December 2023
- 37 Hours 30 Minutes/Week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Main duties of the job
The post-holder will work as part of the Oncology Haematology Research team. The role involves variety and ad-hoc demands and the post holder must possess excellent communication and time management skills. This role includes office admin duties and patient facing duties on the reception of the ward. Previous administration experience is preferred but not essential, as full training will be given. The ability to work independently and follow the policies and procedures is essential. The successful candidates will be able to demonstrate excellent flexibility and have an organised approach to work.
About us
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with over 18,000 staff and an annual income of £1 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We're also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 1.84 million patients 'contacts' each year, delivering high standards of healthcare.
Please see attached information on what Staff Benefits we have to offer at our Trust.
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, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Job description
Job responsibilities
- Act as first point of contact for Research queries/suggestions/problems; signposting to relevant person/team efficiently and effectively. Receive and deal with incoming queries via Reception, generic mailboxes, email, telephone and face to face in a polite, customer focused and professional manner, redirecting/signposting and/or using initiative to deal with queries where appropriate and assignment to relevant personnel and follow up until query closure
- Assist with production of letters, documents & reports in relation to Research as directed by Line Manager/team
- Contribute to implementation of systems/processes in ensuring systems work effectively and efficiently in relation to the role
- Contribute to a comprehensive efficient and effective administration and clerical service to the Research Secretarial Team
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
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.
Job description
Job responsibilities
- Act as first point of contact for Research queries/suggestions/problems; signposting to relevant person/team efficiently and effectively. Receive and deal with incoming queries via Reception, generic mailboxes, email, telephone and face to face in a polite, customer focused and professional manner, redirecting/signposting and/or using initiative to deal with queries where appropriate and assignment to relevant personnel and follow up until query closure
- Assist with production of letters, documents & reports in relation to Research as directed by Line Manager/team
- Contribute to implementation of systems/processes in ensuring systems work effectively and efficiently in relation to the role
- Contribute to a comprehensive efficient and effective administration and clerical service to the Research Secretarial Team
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
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.
Person Specification
Qualifications & Education
Essential
- Good general education (with GCSE English Language or equivalent at grade 4 or above)
- NVQ level 3 (or equivalent qualification/experience) plus relevant practical experience of working in an office environment
Knowledge & Experience
Essential
- NHS experience and working knowledge of confidentiality issues
Desirable
- Experience in Research administration and understanding of research terminology
- Knowledge and understanding of NIHR procedures and objectives
- Knowledge of Research Governance Framework and current national systems for clinical research in the NHS
- Experience of organising diaries, meetings, patient appointments and allocation of resources
- Experience of using Calendars Mail Groups, and working knowledge of NHS system i.e. eRecord, ATOM, Oracle etc.
- Experience of using and working with databases
- NHS secretarial experience
Skills & Abilities
Essential
- Ability to exercise independence and judgement in the arrangement of administrative work, within laid down policy and procedures
- IT skills to include office packages e.g. Microsoft Word, Excel, Outlook and PowerPoint
- Excellent organisational, communication and interpersonal skills
Person Specification
Qualifications & Education
Essential
- Good general education (with GCSE English Language or equivalent at grade 4 or above)
- NVQ level 3 (or equivalent qualification/experience) plus relevant practical experience of working in an office environment
Knowledge & Experience
Essential
- NHS experience and working knowledge of confidentiality issues
Desirable
- Experience in Research administration and understanding of research terminology
- Knowledge and understanding of NIHR procedures and objectives
- Knowledge of Research Governance Framework and current national systems for clinical research in the NHS
- Experience of organising diaries, meetings, patient appointments and allocation of resources
- Experience of using Calendars Mail Groups, and working knowledge of NHS system i.e. eRecord, ATOM, Oracle etc.
- Experience of using and working with databases
- NHS secretarial experience
Skills & Abilities
Essential
- Ability to exercise independence and judgement in the arrangement of administrative work, within laid down policy and procedures
- IT skills to include office packages e.g. Microsoft Word, Excel, Outlook and PowerPoint
- Excellent organisational, communication and interpersonal skills
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
