Job summary
We are seeking a friendly, motivated, and organised Admin
Assistant to join our busy Day Surgery Unit. This is an exciting opportunity to
support a dynamic clinical team and make a real difference in the patient
experience.
As a key part of the administrative team, you
will play a vital role in ensuring the smooth running of day-to-day operations.
This includes greeting patients, admitting patients to Electronic Patient
Record, compliling activity lists, producing theatre lists. accessing patient
records, and providing general administrative support to both clinical and
non-clinical staff
Main duties of the job
Attached you will find the person specification document
which provides more detail about the essential and desirable skills and
experience needed for this role. We highly recommend you review this document
and use it when completing your application as these criteria are used by
hiring managers as guidance during shortlisting.
For an overview of the main duties of the role
please see the 'Job Description and Main Responsibilities' section below. To
understand the day-to-day responsibilities in more detail please read the full
job description document attached.
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented
Full Job Descriptions can be found in the adverts supporting documents
Over reliance on
AI-generated content is discouraged and may diminish the applicant's chances of
success
For the most up-to-date information on visa requirements and eligibility, please check online to determine whether you can apply.
From April 9th 2025 - Healthcare assistants - You must have a minimum of two years
of experience working within the NHS as a HCA for the Trust to consider
sponsorship (we will only consider sponsorship if you meet this criteria and
have a current visa expiring within 3 months)
Job description
Job responsibilities
Core Responsibilities:
1. Communication & Coordination
Handle
telephone enquiries efficiently and professionally.
Take and
relay accurate messages to relevant staff.
Communicate
non-clinical advice and appointment details as directed.
Liaise
with the theatre administration team to maintain strong interdepartmental
communication.
2. Document & Data Management
Sort and
distribute incoming mail and prepare outgoing mail.
Maintain
an up-to-date filing and archiving system for paper notes, ensuring they are
prepared for scanning.
Send
emails, photocopy documents, and circulate important information such as
theatre lists in a timely manner.
Enter and
manage data in various departmental databases, including updating and
reproducing theatre lists.
3. Appointment and Referral Handling
Make
patient appointments and manage associated administrative tasks.
Receive
and process referrals according to department protocols and deadlines.
4. Infection Control Monitoring
Check
laboratory results and flag any infections or concerns to management to ensure
appropriate isolation protocols are followed.
5. Supplies & Inventory
Order and
manage stock levels of stationery and essential supplies to ensure the
department runs efficiently.
Key Skills Required:
Strong
organizational and multitasking ability.
Good
verbal and written communication skills.
Attention
to detail and ability to handle confidential information.
Basic IT
proficiency (data entry, email, databases).
Ability to work collaboratively with clinical
and non-clinical staff.
Job description
Job responsibilities
Core Responsibilities:
1. Communication & Coordination
Handle
telephone enquiries efficiently and professionally.
Take and
relay accurate messages to relevant staff.
Communicate
non-clinical advice and appointment details as directed.
Liaise
with the theatre administration team to maintain strong interdepartmental
communication.
2. Document & Data Management
Sort and
distribute incoming mail and prepare outgoing mail.
Maintain
an up-to-date filing and archiving system for paper notes, ensuring they are
prepared for scanning.
Send
emails, photocopy documents, and circulate important information such as
theatre lists in a timely manner.
Enter and
manage data in various departmental databases, including updating and
reproducing theatre lists.
3. Appointment and Referral Handling
Make
patient appointments and manage associated administrative tasks.
Receive
and process referrals according to department protocols and deadlines.
4. Infection Control Monitoring
Check
laboratory results and flag any infections or concerns to management to ensure
appropriate isolation protocols are followed.
5. Supplies & Inventory
Order and
manage stock levels of stationery and essential supplies to ensure the
department runs efficiently.
Key Skills Required:
Strong
organizational and multitasking ability.
Good
verbal and written communication skills.
Attention
to detail and ability to handle confidential information.
Basic IT
proficiency (data entry, email, databases).
Ability to work collaboratively with clinical
and non-clinical staff.
Person Specification
Special Skills & Knowledge
Essential
- Committed to quality customer care/ delivering excellent customer service.
- Ability to communicate accurately verbally and in writing with a wide range of people.
- Effective interpersonal skills.
- Able to use own initiative to resolve routine queries in line with departmental procedures.
- Able to work with minimal supervision following set procedures.
- Ability to prioritize workload.
- Able to work to deadlines.
- Flexible approach to work and adaptable to change.
- Ability to work as a member of a team.
- Knowledge of computer packages, Word, Excel, Outlook and power point.
- IT skills.
- Knowledge of data protection and Caldicott principles and understanding the requirement to maintain confidentiality.
- Ability to use discretion and maintain confidentiality
Desirable
- Knowledge of NHS practices and procedures.
- Clinical/ service knowledge.
- Knowledge of Cerner EPR.
- Experience of working in an NHS environment
Experience
Desirable
- Experience of an administrative role. Providing general provision of administrative duties in a challenging and constantly changing environment.
Qualifications
Essential
- Good standard of general education, minimum of 3 GCSEs or equivalent at grade C and above including English.
- NVQ level 2 in business administration (or working towards) or equivalent knowledge/ experience
Special Requirements
Essential
- Able to travel across Trust sites to meet the requirements of the post.
- Present a professional image at all times
Person Specification
Special Skills & Knowledge
Essential
- Committed to quality customer care/ delivering excellent customer service.
- Ability to communicate accurately verbally and in writing with a wide range of people.
- Effective interpersonal skills.
- Able to use own initiative to resolve routine queries in line with departmental procedures.
- Able to work with minimal supervision following set procedures.
- Ability to prioritize workload.
- Able to work to deadlines.
- Flexible approach to work and adaptable to change.
- Ability to work as a member of a team.
- Knowledge of computer packages, Word, Excel, Outlook and power point.
- IT skills.
- Knowledge of data protection and Caldicott principles and understanding the requirement to maintain confidentiality.
- Ability to use discretion and maintain confidentiality
Desirable
- Knowledge of NHS practices and procedures.
- Clinical/ service knowledge.
- Knowledge of Cerner EPR.
- Experience of working in an NHS environment
Experience
Desirable
- Experience of an administrative role. Providing general provision of administrative duties in a challenging and constantly changing environment.
Qualifications
Essential
- Good standard of general education, minimum of 3 GCSEs or equivalent at grade C and above including English.
- NVQ level 2 in business administration (or working towards) or equivalent knowledge/ experience
Special Requirements
Essential
- Able to travel across Trust sites to meet the requirements of the post.
- Present a professional image at all times
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).
