Job summary
- Main area
- Administration and Clerical - Community Mental Health Services
- Grade
- Band 3
- Contract
- Permanent: 4 days per week
- Hours
- Part time - 30 hours per week (Between the hours of 9-5, Monday and Friday - working pattern to be agreed)
- Job ref
- 263-CCG25-248-HN
- Employer
- Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust
- Employer type
- NHS
- Site
- Greenacres Centre
- Town
- Ashington
- Salary
- £24,625 - £25,674 pro rata per annum
- Salary period
- Yearly
- Closing
- 22/07/2025 23:59
Employer heading
Administration Officer
Band 3
Hello!
We are so delighted you are considering coming to work with us at Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust (CNTW).
We know the power of looking into an organisation, one you might want to work in, or one where you are going to get help, and being able to say, ‘I’ve seen somewhere I can fit in and be myself.’ We’re on a journey to make the Trust an inclusive employer, representative of the community we serve and we want more of our community to consider applying for jobs with us.
Opportunities for you
Spanning east to west coasts from Northumberland to Cumbria and from the Scottish Borders down to Middlesbrough we’ve got exciting new opportunities available at every level and in every area.
We offer flexible working, helping work fit around family and caring responsibilities, or training and development needs and there’s lots on offer in the way of benefits, such as, lease cars, childcare schemes, staff discounts, season tickets for travel and a cycle to work scheme. All this in a vibrant workplace supported by the following staff networks.
- Cultural diversity staff network
- Disabled staff network
- LGBT+ staff network
We also have a number of staff support groups which are open to any staff to attend. These Include:
- Armed Forces and Veterans Staff Association
- Mind, Health and Wellbeing Community
- Menopause toolkit and cafes and staff carer support group
We offer fantastic personal development opportunities through our Collective Leadership Programme and other Organisational Development initiatives. Whatever you are looking for, you will be joining a supportive, friendly team, offering varied and interesting roles, with opportunities for career progression.
Always improving
CNTW is regulated by the national healthcare regulator, the Care Quality Commission (CQC). Our last two inspections have rated us as an outstanding organisation. We’re always seeking to improve as an organisation. Do you want to be part of that?
Please note that it is a requirement of this Trust that all external applicants pay for their own DBS certification if a DBS check is required for the post. The method of payment is a salary deduction from your first monthly pay
Job overview
An exciting opportunity has arisen for a motivated and suitably experienced part-time Administration Officer (Band 3) to join our busy administrative team at Greenacres Centre, Ashington.
The successful candidate will work alongside our existing administration team to provide administrative and secretarial support to both the Triage Hub and the Central Community Treatment Team.
This is a busy service, and the post holder will provide a comprehensive, high quality secretarial/administrative service at all times. You will undertake a variety of tasks assigned by the clinic managers and administration team lead.
If you are enthusiastic, reliable, and enjoy working in a fast-paced environment where you can make a difference, we would love to hear from you.
Main duties of the job
This is a varied role, supporting key functions of the team. The successful candidate will deliver a proactive and comprehensive administrative service, including but not limited to:
- Supporting and minuting Multi-Agency and Triage meetings
- Updating and maintaining accurate records using RiO (electronic patient information system)
- Typing letters and reports accurately and in a timely manner
- Managing correspondence and communications efficiently
- Managing incoming enquiries and telephone calls professionally
- Liaising with internal teams and external stakeholders
- Greeting visitors and coordinating appointments and meetings
- Providing general administrative support as required under the direction and guidance of the Admin Team Lead
- Offering cross-cover support during periods of staff absence, including reception duties.
- You will be expected to work independently, manage a busy workload, and prioritise effectively to meet tight deadlines.
Working for our organisation
We aim to attract and retain a diverse, talented and committed workforce, who are caring and compassionate, and therefore able to meet the demands of the modern NHS now and in the future. In return we can offer a dynamic working environment in which to build a career.
We offer:
- A supportive and friendly working environment
- Access to NHS pension scheme and a range of staff benefits
- A generous and competitive annual leave allowance
- Employee wellness and wellbeing initiatives
Detailed job description and main responsibilities
You will be expected to work independently, manage a busy workload, and prioritise effectively to meet tight deadlines.
We are seeking experienced candidates who can demonstrate:
- Excellent organisational, communication, and interpersonal skills
- Ability to work under pressure and use initiative
- Attention to detail and a high standard of written communication
- Proficiency in Microsoft Office applications
- Previous administrative or secretarial experience, including minute-taking experience, preferably in a healthcare setting and including typing live during discussions
- Fast, accurate advanced typing/keyboard skills (audio-typing skills and experience is also desirable)
- Confidence in using electronic patient record systems (e.g. RiO – though training will be provided)
Essential qualifications must be clearly evidenced in your application, as outlined in the Person Specification.
Shortlisted candidates will be required to complete a typing test as part of the selection process
Communication regarding your application will be sent via the email address provided, therefore, please ensure this is checked regularly.
Please find attached job description for full details.
Advertising date : 8th July 2025
Closing date : 22nd July 2025
We welcome your application.
Person specification
Qualifications
Essential criteria
- General level of education to O-Level/GCSE or equivalent (A-C grade or equivalent, including English and Mathematics)
- Word-processing qualifications at Level 3 (OCR/RSA Level 3 or equivalent skills and demonstrable experience)
- An Audio Typing qualification or demonstrable equivalent experience
Desirable criteria
- NVQ Level 3 or QCF Level 3in Customer Care (or equivalent)
- NVQ Level 3 or QCF Level 3 in Business Administration (or equivalent)
Skills
Essential criteria
- Note-taking skills
- Able to communicate effectively at all levels, both written and verbal. Excellent interpersonal and communication skills
- Good organisational and planning skills, using own initiative. Ability to prioritise and process information according to urgency
- Flexible attitude to cope with fluctuating workloads and the occasional requirement to cover other areas in cases of staff absence
- Discrete in handling confidential and sensitive information
Experience
Essential criteria
- Previous secretarial or clerical experience, minimum 1 year
- Experience working with software packages including Microsoft Word, Excel, PowerPoint, and Patient Information Systems (e.g. RiO)
- Note-taking experience, ideally including live typing during discussion
- Prioritise and plan own workload to meet deadlines
- Working in a team
- Knowledge of NHS Policies and Procedures
Desirable criteria
- Experience in using stock ordering and petty cash systems
- Experience of working with medical records filing systems
- Knowledge and understanding of medical and/or specialised terminology
- Willingness to learn
- Working in healthcare or similar setting
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Gillian Berkley
- Job title
- Administration Manager
- Email address
- [email protected]
- Telephone number
- 07866823138
- Additional information
For more information or to arrange an informal chat or visit, please contact:-
Gillian Berkley, Administration Manager via [email protected]
or
Claire Wilson, Administration Team Lead via [email protected] or by calling 01670 844700
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