Job vacancy: Administration Assistant, The Newcastle upon Tyne Hospitals NHS Foundation Trust, 317 03 Campus for Ageing and Vitality

Job summary

Main area: 317 CR Core Management 539000
Grade: Band 3
Contract: Fixed term: 16 months (from date of appointment)
Hours: Full time - 37.5 hours per week
Job ref: 317-2024-49-009

Employer: The Newcastle upon Tyne Hospitals NHS Foundation Trust
Employer type: NHS
Site: Campus for Ageing and Vitality
Town: 317 03 Campus for Ageing and Vitality
Salary: £24,071 - £25,674 per annum
Salary period: Yearly
Closing: Today at 23:59
Interview date: 10/01/2025

Administration Assistant

Band 3

Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS foundation trusts in the country, with around 15,000 staff and an annual budget of £1.6 billion.

We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.

We’re in the top five providers of specialised health services in the country, supporting people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.

Our staff oversee around 6,500 patient contacts each day, delivering high standards of healthcare.

We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.

Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle (Shine) and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.

Detailed job description and main responsibilities

Act as first point of contact in the designated area to answer queries, provide suggestions solve problems; signposting to relevant person/team efficiently and effectively. Receive and deal with incoming queries via Reception, generic mailboxes, email, telephone and face to face in a polite, customer focused and professional manner, redirecting/signposting and/or using initiative to deal with queries where appropriate and assignment to relevant personnel and follow up until query closure
Assist with processing of letters, documents & reports in relation to relevant activity as directed by line manager/team
Contribute to the implementation of systems/processes to ensure systems work effectively and efficiently in relation to the role
Act as an ambassador for clinical research
Contribute to a comprehensive efficient and effective administration and clerical service as part of the clinical research secretarial team

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.

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

Person specification

Qualifications & Education

Essential criteria

NVQ level 3 (or equivalent qualification/experience)
GCSE English Language or equivalent at grade 4 or above

Knowledge & Experience

Essential criteria

Relevant practical experience of working in an office environment (i.e.: NHS, Primary Care)
Working knowledge of General Data Protection Regulation (GDPR)

Desirable criteria

Experience of working in a research environment
An understanding of research terminology
Knowledge and understanding of NIHR systems
Knowledge of the UK Policy Framework for Health and Social Care Research and current systems in place to support
Experience of organising diaries, meetings, calendars and groups and allocation of resources
Experience of using and a working knowledge of NHS system to support patient care i.e., eRecord, ATOM, Oracle etc.
Experience of using and working with databases
NHS secretarial experience

Skills & Abilities

Essential criteria

IT skills to include office packages e.g., Microsoft Word, Excel, Outlook and PowerPoint
Excellent organisational, communication and interpersonal skills
Ability to exercise independence, judgement and use own initiative in the arrangement of administrative work
Ability to work within relevant policies and procedures

Important note on completion of reference section of Application Form

All references from current and previous employers will be sought and must cover a minimum of 3 years employment. Therefore, when completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover 3 years employment. Failure to complete this section may result in your application not being processed.

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 month’s pay.

Candidates who are shortlisted for interview will be contacted by e-mail. You should check your SPAM folders as well as your inbox. If you have not been contacted within 4 weeks of the closing date you should assume your application has been unsuccessful.