Administration Assistant

Administration Assistant

The closing date is 06 November 2025

An exciting opportunity has arisen for enthusiastic, organised and motivated individual to join the Medicine Clinical Board and be part of our Outpatient Administration Team.

The roles involve working closely with medical and nursing staff. Post holders will be required to provide an efficient administrative service front of house in our Outpatient Areas and work closely with our administration teams. The ability to work independently and follow the policies and procedures for your department is essential. The successful candidate will be able to demonstrate excellent communication skills, flexibility, reliability and an organised approach to work with 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.

- Interview date: 20 November 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

The role has lots of variety and ad‑hoc demands and the post holders 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.

- To support the provision of an efficient admin and clerical service within the operational services department

- To register/book patient appointments quickly, and efficiently using departmental IT systems i.e. SystmOne, eRecord

- To ensure patient documents are prepared, updated and available in a timely manner

- Provide information to patients, relatives and staff

- Deal with telephone enquiries promptly

- To ensure that data input is amended as necessary

- To be flexible, to meet the needs of the service.

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

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 responsibilities

- To provide and maintain an efficient and effective administration service to the Immunology and Allergy/Medical Day Case Unit administration team.

- Contribute to the delivery of a consistently high standard of patient care as part of the multi‑disciplinary team.

- To assist other administrative members of the team in supporting the administrative needs of the medical team.

Person Specification

Qualifications & Education

- Good standard of English, grammar, punctuation and spelling at GCSE or equivalent level.

Knowledge & Experience

- Previous experience working within the NHS.

- Knowledge of the eRecord System.

Skills & Abilities

- Good communication and interpersonal skills

- Effective organisation and time management skills

- IT skills including ability to use Microsoft Office packages (e.g. Word, Outlook Excel effectively)

- A high level of accuracy, presentation of information and attention to detail gained over time.

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.

Employer name

The Newcastle upon Tyne Hospitals NHS Foundation Trust

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