Job summary
We are seeking a highly organised and proactive Administrator to join the dynamic A-liNE (Anaesthesia Learning in the North East) Team. A-liNE provides educational courses and support for the continuous professional development of healthcare staff within the North East and beyond.
We are looking for someone who is experienced in administrative roles, ideally within healthcare or education. Proficient in using CRM systems and Microsoft Office applications. a confident communicator with excellent interpersonal skills and able to manage multiple tasks and prioritise effectively. We are looking for someone who is detail-oriented, with a commitment to accuracy and confidentiality and a team player who can also work independently.
- Interview Date Tuesday 14 October 2025
- 22 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
This is an exciting opportunity to contribute to the smooth running of our educational programmes and support the operational needs of a busy clinical education environment.
Key Responsibilities
- Provide comprehensive administrative support to the A-liNE team.
- Liaise professionally with course organisers and attendees to ensure seamless course delivery.
- Manage course data using our bespoke web-based Customer Relationship Management (CRM) system, including uploading course details, tracking payments, issuing certificates and receipts, and providing feedback to developers.
- Handle incoming telephone and email enquiries, responding or escalating as appropriate.
- Perform a range of clerical duties including invoicing, purchase orders, stock ordering, and maintaining accurate financial records.
- Maintain office systems such as filing, mail distribution, and photocopying.
- Attend and minute regular A-liNE executive committee meetings, contributing to agendas and discussions.
- Uphold confidentiality in all dealings with clients and staff.
- Support the management team in collecting and presenting service data for planning and wellbeing initiatives.
- Coordinate room bookings within the peri-operative and critical care department, liaising with internal and external administrative teams.
- Provide courteous and professional communication with all stakeholders.
- Offer cover and support for other A-liNE administrative staff during periods of leave or absence.
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 over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
Freeman Hospital
Royal Victoria Infirmary (RVI)
Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)
Newcastle Dental Hospital
Newcastle Fertility Centre
Northern Centre for Cancer Care, North Cumbria
Northern Genetics Service
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 HospitalsandNewcastle Hospitals NHS Foundation Trust
Job description
Job responsibilities
- To provide a comprehensive administrative support service to the A-liNE team.
- To liaise between course organisers and course attendees to allow the smooth running of our courses.
- To use our bespoke web-based Customer Relationship Management (CRM) solution to upload course details, track payments, provide certificates of attendance, provide receipts, and provide feedback to our web developers on any suggested improvements to the system.
- To deal with incoming telephone & email enquiries and manage as appropriate.
- To carry out a variety of administrative / clerical duties e.g. creating and submitting invoices & purchase orders, order stock for course consumables, maintain accurate records of financial transactions.
- To work within office systems, such as filing, the receiving and distribution of internal / external mail, photocopying, etc
- To attend and take minutes at regular A-liNE executive committee meetings, contributing to the discussion and agenda.
- To maintain a high degree of confidentiality in relation to clients and members of staff.
- To support the management team in gathering and displaying data about the service for business purposes in service planning and staff wellbeing.
- To be responsible for the co-ordination of room bookings within the peri-operative and critical care department at the RVI, and liaising with other (non-A-liNE) administrative staff.
- To liaise with clients and staff both internal and external to the organisation using a professional and courteous manner at all times.
- To assist in providing support and cover for A-liNE administrative staff accordingly during annual leave and sickness.
Job description
Job responsibilities
- To provide a comprehensive administrative support service to the A-liNE team.
- To liaise between course organisers and course attendees to allow the smooth running of our courses.
- To use our bespoke web-based Customer Relationship Management (CRM) solution to upload course details, track payments, provide certificates of attendance, provide receipts, and provide feedback to our web developers on any suggested improvements to the system.
- To deal with incoming telephone & email enquiries and manage as appropriate.
- To carry out a variety of administrative / clerical duties e.g. creating and submitting invoices & purchase orders, order stock for course consumables, maintain accurate records of financial transactions.
- To work within office systems, such as filing, the receiving and distribution of internal / external mail, photocopying, etc
- To attend and take minutes at regular A-liNE executive committee meetings, contributing to the discussion and agenda.
- To maintain a high degree of confidentiality in relation to clients and members of staff.
- To support the management team in gathering and displaying data about the service for business purposes in service planning and staff wellbeing.
- To be responsible for the co-ordination of room bookings within the peri-operative and critical care department at the RVI, and liaising with other (non-A-liNE) administrative staff.
- To liaise with clients and staff both internal and external to the organisation using a professional and courteous manner at all times.
- To assist in providing support and cover for A-liNE administrative staff accordingly during annual leave and sickness.
Person Specification
Qualifications & Education
Essential
- Good standard of English, at GCSE or equivalent level
- NVQ level IV or equivalent experience
Desirable
- Diploma (or equivalent qualification e.g., NVQ 4 etc) or equivalent experience of information handling and analysis gained in a work environment
Knowledge & Experience
Essential
- Excellent knowledge and competencies within Microsoft office software
- Previous working experience with databases, (e.g., MediRota, Erecord) and other PAS systems
- Previous working experience in developing and working with databases
Desirable
- Knowledge of information analysis and the use of information within the NHS
- Experience of supervising staff to achieve accurate and timely outcomes
- Experience of minute taking
- Experience of training/mentoring team members
Skills & Abilities
Essential
- Excellent communication skills - both written and oral
Desirable
- Advanced level of skills in writing Excel formulae and functions
Person Specification
Qualifications & Education
Essential
- Good standard of English, at GCSE or equivalent level
- NVQ level IV or equivalent experience
Desirable
- Diploma (or equivalent qualification e.g., NVQ 4 etc) or equivalent experience of information handling and analysis gained in a work environment
Knowledge & Experience
Essential
- Excellent knowledge and competencies within Microsoft office software
- Previous working experience with databases, (e.g., MediRota, Erecord) and other PAS systems
- Previous working experience in developing and working with databases
Desirable
- Knowledge of information analysis and the use of information within the NHS
- Experience of supervising staff to achieve accurate and timely outcomes
- Experience of minute taking
- Experience of training/mentoring team members
Skills & Abilities
Essential
- Excellent communication skills - both written and oral
Desirable
- Advanced level of skills in writing Excel formulae and functions
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).
