Job vacancy: Office Manager, The Newcastle upon Tyne Hospitals NHS Foundation Trust, 317 02 Royal Victoria Infirmary

Job summary

Main area: 317 Cell Path Non Medical Staff
Grade: Band 5
Contract: Permanent
Hours: Full time - 37.5 hours per week (Participation in Saturday morning rota (usually 1 in 6))
Job ref: 317-2025-35-12-DR

Employer: The Newcastle upon Tyne Hospitals NHS Foundation Trust
Employer type: NHS
Site: Royal Victoria Infirmary
Town: 317 02 Royal Victoria Infirmary
Salary: £31,049 - £37,796 per annum
Salary period: Yearly
Closing: 02/09/2025 23:59
Interview date: 22/09/2025

Office Manager

Band 5

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, sex, 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

Be responsible for supporting the Department Managers and Clinical

Leads in the effective management of day-to-day operational issues.

Facilitate the delivery of an effective, responsive, and timely clinical

service for the administration team based in Cellular Pathology

Co-ordinate and manage administrative and clerical staff in the team.

Liaise with other administration teams and managers within directorate,

clinical board, and Cellular Pathology services as required across the

region.

Ensure that the Department Management Team are provided with

relevant information in a timely and accurate manner.

Co-ordinate and lead on certain Local and National developments for

the Department and to be a member of key Trust panels.

Provide effective and efficient administrative support to the various

sections of the Department.

Be the first contact in dealing with complaints/queries that are admin

related.

Take the lead role in the development and introduction of new methods

of working within the admin team.

Work with the Cellular Pathology IT team and Trust IT departments on

the production of new systems and services.

Ensure the Trust/Directorate/Departmental objectives, policies and

directives are communicated and implemented in a timely and

appropriate manner to all administrative and clerical staff.

Manage a comprehensive efficient and effective administration and

clerical service to the Department.

Design, implement and monitor service improvements.
Staff appointments.
Staff training and development.
Governance compliance from administration processes to assure sustained e.g. UKAS ISO15189, Human Tissue Authority standards.

Contribute as a member of the Department Management team.

Communicate with Senior Clinicians/Consultant Pathologists/Resident Doctors/Managers/Scientists/Support staff.
Oversee and coordinate preparation for multi-disciplinary team meetings, liaising with Tumour group leads as required.
Contribute to the Departmental Business Planning process.

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

Degree in relevant subject or equivalent qualification / relevant experience
English Language GCSE 4 or equivalent qualification / relevant experience

Knowledge & Experience

Essential criteria

Extensive secretarial experience o Secretarial procedures o IT Skills to include office software packages
Previous line management experience
Understanding of the systems of working within the NHS
Experience of introducing new methods of working

Desirable criteria

Previous NHS experience or University experience

Skills & Abilities

Essential criteria

Excellent communication and interpersonal and organisational skills
Team worker
Ability to work without supervision
Ability to cope with pressure and flexible demands of post
High accuracy levels in own work
Ability to manage, train and motivate staff

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.

Mindful employer. Being positive about mental health.

Better Health at Work Award - Maintaining Excellence

Defence Employer Recognition Scheme (ERS) - Gold

Documents to download

Apply online now

Further details / informal visits contact

Name: Sarah Leigh Nicholson
Job title: Laboratory Manager
Email address: [email protected]
Telephone number: 0191 2829120

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Job summary

Employer heading

Office Manager

Band 5

Job overview

Main duties of the job

Working for our organisation

Detailed job description and main responsibilities

Person specification

Qualifications & Education

Essential criteria

Knowledge & Experience

Essential criteria

Desirable criteria

Skills & Abilities

Essential criteria

Employer certification / accreditation badges

Documents to download

Further details / informal visits contact

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