The Newcastle upon Tyne Hospitals NHS Foundation Trust

Administration Assistant

The closing date is 06 August 2025

Job summary

An exciting opportunity has arisen for an enthusiastic, motivated and organised individual to join our administration team as an Administration Assistant within the Dermatology Team.

The role involves working closely with medical and nursing staff. Post holders will be required to provide an efficient administrative service to the clinicians and their teams. The ability to work independently and follow the policies and procedures for the department is essential. The successful candidate will be able to demonstrate excellent communication skills, flexibility, reliability, must have an organised approach to work and attention to detail are all essential to help support patient flow through the service. Though the job can be challenging at times it is also rewarding.

The role has lots of variety and ad-hoc demands and the post holder must possess excellent time management and planning skills. The position provides the opportunity to work within a very supportive and welcoming team and to further develop existing knowledge and skills. Previous administration/secretarial experience in an NHS environment is preferred but not essential as full training will be given.

Interview Date: 20th August 2025
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.

NO AGENCIES PLEASE

Main duties of the job

Talking to patients over the telephone and ensuring that their queries are dealt with efficiently.
Obtaining information for patient's queries where appropriate and calling them back.
Keeping VR dictation up-to-date for the clinical team so that clinic letters, referrals and any other correspondence is sent out in a timely manner.
Opening and distributing post for the clinical team.
Making ad hoc appointments.
Ad hoc duties as requested by the clinical team.

About us

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.

Our staff oversee around 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:

o Freeman Hospital

o Royal Victoria Infirmary (RVI)

o Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)

o Newcastle Dental Hospital

o Newcastle Fertility Centre

o Northern Centre for Cancer Care, North Cumbria

o Northern Genetics Service

o Cramlington Manor Walks

These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.

We also have offices at Regent Point in Gosforth and community sites.

Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.

For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust

Date posted

30 July 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

317-2025-31-10-DR

Job locations

Royal Victoria Infirmary

317 02 Royal Victoria Infirmary

NE1 4LP

Job description

Job responsibilities

To support the provision of an efficient admin and clerical service within the operational services department.
To ensure patient documents are prepared, updated and available a timely manner.
Provide information to patients, relatives and staff.
Deal with telephone enquires promptly.
To ensure that data input is amended as necessary

Job description

Job responsibilities

To support the provision of an efficient admin and clerical service within the operational services department.
To ensure patient documents are prepared, updated and available a timely manner.
Provide information to patients, relatives and staff.
Deal with telephone enquires promptly.
To ensure that data input is amended as necessary

Person Specification

Qualifications/ Knowledge

Essential

English and Maths at Level 2 or equivalent (GCSE 9 - 4 or D-E or Functional/Key Skills Level 2).

Desirable

ECDL computer qualification.
Experience working in a patient/public environment in an administration or clerical role.
Previous experience working within the NHS.

Skills

Essential

IT skills to include office software packages
Keyboard skills and Text Processing ability.
Good communication skills both written verbal and telephone skills.

Desirable

NHS software packages. o Knowledge of SystmOne, eRecord

Person Specification

Qualifications/ Knowledge

Essential

English and Maths at Level 2 or equivalent (GCSE 9 - 4 or D-E or Functional/Key Skills Level 2).

Desirable

ECDL computer qualification.
Experience working in a patient/public environment in an administration or clerical role.
Previous experience working within the NHS.

Skills

Essential

IT skills to include office software packages
Keyboard skills and Text Processing ability.
Good communication skills both written verbal and telephone skills.

Desirable

NHS software packages. o Knowledge of SystmOne, eRecord

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.