Job summary
An exciting opportunity has arisen for an administrator to join the Neurosciences department. We are looking for a committed individual to cover a diverse range of administrative processes with the aptitude to cope in a fast-paced environment providing an essential support service to the wider Directorate team.
- Interview Date: 3 June 2025
- 23 hours/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
This role will assist the Directorate PA in providing comprehensive, timely and accurate administrative support to the Neurosciences Directorate. Specifically this would include providing secretarial support and diary management to the Associate Director of Operations and the Clinical Director, actioning invoices, ordering stock on the Trust procurement system, putting consultant annual leave on the Medirota system and processing locum payments.
About us
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
Job description
Job responsibilities
- Link with department(s) to collate data, raise debt notifications and be the lead person to assist the senior team to resolve billing queries
- Answer administrative queries from internal and external healthcare providers
- To prepare and sort incoming and outgoing post ensuring it reaches its destination swiftly and accurately
- Assisting with telephone enquiries
- Administration support in relation to staff HR (for example, logging appraisals and annual leave on Trust HR systems)
- Responsibility for providing up to date and accurate information for departmental and all relevant websites
- To be responsible for effective stock control for stationery and some laboratory consumables
- To provide basic office support as needed
- To be responsible for providing secretarial support to the Neurosciences Directorate, specifically the Associate Director of Operations and the Clinical Director.
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
- Link with department(s) to collate data, raise debt notifications and be the lead person to assist the senior team to resolve billing queries
- Answer administrative queries from internal and external healthcare providers
- To prepare and sort incoming and outgoing post ensuring it reaches its destination swiftly and accurately
- Assisting with telephone enquiries
- Administration support in relation to staff HR (for example, logging appraisals and annual leave on Trust HR systems)
- Responsibility for providing up to date and accurate information for departmental and all relevant websites
- To be responsible for effective stock control for stationery and some laboratory consumables
- To provide basic office support as needed
- To be responsible for providing secretarial support to the Neurosciences Directorate, specifically the Associate Director of Operations and the Clinical Director.
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 standard of general education, GCSE Level 4 or above (Grade C) in English and Mathematics or relevant experience
- RSA II or ECDL qualification (or equivalent) or willingness to work towards it
- NVQ 3 in business administration (or equivalent qualification/ experience)
Knowledge & Experience
Essential
- Previous experience in an administration environment
- Sound knowledge and experience of all applications within Microsoft Office
- Knowledge and experience of database management
Desirable
- Understanding of Trust policies and procedures
- Knowledge of financial record keeping
- Experience of NHS software packages (erecord, Summary Care Record)
- Experience of working alongside a laboratory
- Experience of NHS financial procedures
- Experience of collating data with regards to trials
Skills & Abilities
Essential
- Ability to communicate effectively in person, by telephone, electronically and in writing at all levels
- Excellent customer care
- Excellent keyboard skills
- Able to organise and prioritise own workload
- Able to work well as part of a team
- Ability to use initiative
- Ability to work under pressure and meet the flexible demands of the post
- Excellent time management skills
Person Specification
Qualifications & Education
Essential
- Good standard of general education, GCSE Level 4 or above (Grade C) in English and Mathematics or relevant experience
- RSA II or ECDL qualification (or equivalent) or willingness to work towards it
- NVQ 3 in business administration (or equivalent qualification/ experience)
Knowledge & Experience
Essential
- Previous experience in an administration environment
- Sound knowledge and experience of all applications within Microsoft Office
- Knowledge and experience of database management
Desirable
- Understanding of Trust policies and procedures
- Knowledge of financial record keeping
- Experience of NHS software packages (erecord, Summary Care Record)
- Experience of working alongside a laboratory
- Experience of NHS financial procedures
- Experience of collating data with regards to trials
Skills & Abilities
Essential
- Ability to communicate effectively in person, by telephone, electronically and in writing at all levels
- Excellent customer care
- Excellent keyboard skills
- Able to organise and prioritise own workload
- Able to work well as part of a team
- Ability to use initiative
- Ability to work under pressure and meet the flexible demands of the post
- Excellent time management 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).
