Job vacancy: Business Support Administration Officer, The Newcastle upon Tyne Hospitals NHS Foundation Trust, 317 02 Royal Victoria Infirmary

Job summary

Main area: 317 Neuro Speciality Manager - RVI
Grade: Band 3
Contract: Permanent
Hours: Part time - 23 hours per week
Job ref: 317-2025-20-27-DR

Employer: The Newcastle upon Tyne Hospitals NHS Foundation Trust
Employer type: NHS
Site: Royal Victoria Infirmary
Town: 317 02 Royal Victoria Infirmary
Salary: £24,625 - £25,674 pro rata
Salary period: Yearly
Closing: 18/05/2025 23:59
Interview date: 03/06/2025

Business Support Administration 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, 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

Link with department(s) to collate data, raise debt notifications and be the lead person to assist the senior team to resolve billing queries
Answer administrative queries from internal and external healthcare providers
To prepare and sort incoming and outgoing post ensuring it reaches its destination swiftly and accurately
Assisting with telephone enquiries
Administration support in relation to staff HR (for example, logging appraisals and annual leave on Trust HR systems)
Responsibility for providing up to date and accurate information for departmental and all relevant websites
To be responsible for effective stock control for stationery and some laboratory consumables
To provide basic office support as needed
To be responsible for providing secretarial support to the Neurosciences Directorate, specifically the Associate Director of Operations and the Clinical Director.

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

Good standard of general education, GCSE Level 4 or above (Grade C) in English and Mathematics or relevant experience
RSA II or ECDL qualification (or equivalent) or willingness to work towards it
NVQ 3 in business administration (or equivalent qualification/ experience)

Knowledge & Experience

Essential criteria

Previous experience in an administration environment
Sound knowledge and experience of all applications within Microsoft Office
Knowledge and experience of database management

Desirable criteria

Understanding of Trust policies and procedures
Knowledge of financial record keeping
Experience of NHS software packages (erecord, Summary Care Record)
Experience of working alongside a laboratory
Experience of NHS financial procedures
Experience of collating data with regards to trials

Skills & Abilities

Essential criteria

Ability to communicate effectively in person, by telephone, electronically and in writing at all levels
Excellent customer care
Excellent keyboard skills
Able to organise and prioritise own workload
Able to work well as part of a team
Ability to use initiative
Ability to work under pressure and meet the flexible demands of the post
Excellent time management skills

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.