Job summary
- Main area
- N/A
- Grade
- NHS AfC: Band 2
- Contract
- Fixed term: 12 months (Estimated end date: 1st December 2026)
- Hours
- Full time - 37.5 hours per week
- Job ref
- 914-BSA7536231-A
- Employer
- NHS Business Services Authority
- Employer type
- NHS
- Site
- Bridge House
- Town
- Newcastle Upon Tyne
- Salary
- £24,465 per annum
- Salary period
- Yearly
- Closing
- 19/11/2025 23:59
Employer heading
Office Support
NHS AfC: Band 2
Job overview
Are you organised, reliable and looking for a role where what you do really matters?
Do you enjoy working in a supportive team and want to make a difference behind the scenes in the NHS?
We’re looking for an efficient team member to join us in our Overseas Healthcare Services team as an Office Support colleague. This is an office-based role where you’ll help keep things running smoothly by managing post, preparing documents, and supporting our wider team. If you’re someone who enjoys routine tasks, takes pride in accuracy, and thrives in a busy environment, this could be the perfect fit.
What do we offer?
- 27 days leave (increasing with length of service) plus 8 bank holidays
- Opportunities for development
- Active wellbeing and inclusion networks
- Excellent pension
- Various salary sacrifice schemes
- Employee Assistance programme, offering free 24/7 support for you and your loved ones
- Access to a wide range of benefits and high street and online discounts!
Main duties of the job
As Office Support, you’ll play a key role in keeping our operations running efficiently. Your responsibilities will include:
- Opening and sorting incoming post, ensuring it’s directed correctly.
- Preparing documents for scanning and transferring them securely.
- Packing and sending outgoing post, checking accuracy and presentation.
- Logging and tracking work to maintain accurate records.
- Handling stock – receiving, logging and storing supplies.
- Keeping the workspace clean and organised.
- Supporting colleagues by recalling archived documents and liaising with scanning and post room teams.
- Communicating with colleagues via email, phone and Teams.
- Supporting new starters through induction and mentoring.
- Following GDPR and health and safety guidelines.
- Meeting performance and accuracy targets.
You’ll also be encouraged to suggest improvements and contribute to a positive team culture.
For a more detailed breakdown of the role and responsibilities please take a look at the job description attached to the advert. We welcome conversations about this opportunity, so please don’t hesitate to reach out if you want to find out more.
Interviews will take place face to face.
If we receive a high volume of suitable applications, we may decide to close the advert early.
Working for our organisation
Here at the NHS Business Services Authority (NHSBSA), what we do matters.
We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we're proud to be part of something meaningful, that touches millions of lives.
We design our services around customer needs and place people at the heart of our organisation. That's why when you join us, you'll be empowered and supported to help your career grow.
As one of the UK's Best Big Companies to work for, we're connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress.
We strive to offer a fantastic colleague experience, where every colleague is heard, supported and respected. Wellbeing, diversity and inclusion is at the centre of this, and you can join our Lived Experience Networks who help us bring our authentic selves to work.
We're committed to being a flexible employer and we try to offer a working pattern that suits you where possible, through hybrid working, flexible hours and more.
Alongside a competitive salary with pay progression, we offer a people-centric benefits package, connecting you to the rewards and benefits you value most!
Ready to join us in delivering business service excellence to the NHS, helping people live longer, healthier lives? Apply today and see where the NHSBSA can take you.
We are people connected to care.
Detailed job description and main responsibilities
Job purpose
This is an office-based role to complete general office duties, including the receipt and preparation of all post incoming and outgoing. The role is physical and involves general housekeeping tasks and the movement of documents and boxes. All work should be processed quickly and accurately, complying with agreed procedures and technical instructions.
In this role, you are accountable for:
- Managing own workload and operating in line with Service Level Agreements, internal agreements / policies and technical instructions / procedures within agreed timescales.
- Opening, examining and sorting of incoming paperwork to ensure it is distributed appropriately.
- The preparation of post to be scanned and transferred to the scanning facility according to agreed procedures. This includes the loading, labelling and logging of crates.
- Ensuring work is stored safely in accordance with GDPR Policy.
- Logging and maintaining accurate data in terms of work handled.
- Assessing whether application forms are complete and take appropriate action to facilitate completion.
- Printing and packing all outgoing post, ensuring the address is visible, correct documents are included and the envelope securely sealed.
- Preparing outgoing post for collection according to agreed procedures and using the relevant computer systems.
- When required, preparing historical work for scanning, arranging transfer to scanning facility and warehouse. This includes clear labelling of the crates and maintenance of the log following agreed procedures.
- Liaising with colleagues in scanning services and the post room.
- Recalling requested batches of work from the warehouse, locating the relevant documents and passing back to the requester for further action.
- Processing and logging Dead Letter Office post in line with work stream requirements.
- Communicating with colleagues verbally (in person or telephone), via email or Teams as required.
- Adhering to health and safety guidelines.
- Working to agreed performance and accuracy targets.
- Assisting with the induction and mentoring new staff or colleagues.
- Liaising with the Office Coordinator.
- The stock taking of office supplies.
- Receiving stock, logging it and putting it away.
- Maintaining a clean and organised workspace.
- Continuously identifying areas of improvement and feeding these back to the team manager.
- Performing other duties commensurate with pay band and experience.
Person specification
Qualifications
Essential criteria
- GCSE Maths and English grade C or above or equivalent qualification or work-based experience
Desirable criteria
- A broad range of GCSE qualifications
Personal Qualities, Knowledge and Skills
Essential criteria
- IT literate in Microsoft packages, able to use databases, word processing, spreadsheets to enable accurate analysis and reporting.
- Ability to organise and prioritise workload.
- Understanding of the Information Governance principles, confidentiality and GDPR.
- Work quickly and accurately following procedures.
- Able to deliver excellent customer service whilst meeting deadlines and targets.
- Adaptable, with proven ability to respond to and switch between a wide variety of work effectively and with limited notice.
- Can concentrate for long periods of time working on routine tasks and is self-motivated.
- Flexible and adaptable with a positive attitude.
- Ability to work effectively within a team and on your own, using your own initiative.
Desirable criteria
- Knowledge of post room procedures.
- Understanding of reciprocal healthcare arrangements in the EEA & Switzerland
- Ability to work using own initiative.
- Reliable and committed.
Experience
Essential criteria
- Experience of working to targets in a pressured environment.
- Experience of understanding and following written instructions.
Desirable criteria
- Experience of working in a clerical, customer focussed environment and/or data input.
- Written communication with customers.
Employer certification / accreditation badges
Applicant requirements
This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Lewis Cochrane
- Job title
- Team Manager
- Email address
- [email protected]
- Telephone number
- 0191 2127558
- Additional information
[email protected] - 01204 677935
[email protected] - 0627846944246
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