Job vacancy: Admin Support Officer, The Newcastle upon Tyne Hospitals NHS Foundation Trust, 317 01 Freeman Hospital

Job summary

Main area: 317 Harm Free Care
Grade: Band 3
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 317-2024-47-35-DR

Employer: The Newcastle upon Tyne Hospitals NHS Foundation Trust
Employer type: NHS
Site: Freeman Hospital
Town: 317 01 Freeman Hospital
Salary: £24,071 - £25,674 per annum
Salary period: Yearly
Closing: 08/12/2024 23:59
Interview date: 16/12/2024

Admin Support Officer

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

Job Purpose
• To provide secretarial and administration support across the Harm Free Care multidisciplinary Team including Tissue Viability, Falls, Clinical Standards & Quality Improvement Lead and Information and Data Manager for Patient Services as required.
• To organise staff diaries and arranging meetings (including the Falls and Pressure Ulcer Task Group (FPUTG), take and transcribe minutes of meetings, create and maintain efficient and effective office filing and documentation systems.
• Maintain databases / spreadsheets.
• Maintain and monitor the Clinical Standards inbox.
• Assist with the organisation of Patient Safety Investigation Response Framework (PSIRF) meetings.
• Assist with the organisation of Harm Free Care events and liaise with Harm Free Care Leads across the Trust.
• Ordering and maintaining stationery supplies.
• Arranging travel when required

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.

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 criteria

NVQ Level 3 or equivalent qualification / experience
GSCE grade 4 or above in English and Mathematics or equivalent qualification / experience

Knowledge & Experience

Essential criteria

IT literate and knowledge of Microsoft Office

Desirable criteria

Experience working with databases / spreadsheets.

Skills & Abilities

Essential criteria

Good administration skills
Good organisational skills, including diary management / event scheduling
Good communication skills

Desirable criteria

Able to take and transcribe minutes of meetings

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.

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.