Administration Officer

Job overview

An opportunity has arisen for an experienced Administration Officer to support our Individual Placement Support (IPS) Employment Service.

Working in partnership with local employers, the aim of the service is to build and support a network of inclusive employers who want to continue encouraging a work force that values individuals and embraces their differences. The service provides the employer and employee with support to enable good mental health in the workplace and introduces those who want to work and/or return to paid employment.

Based at St Nicholas Hospital, Gosforth, the post is full-time (37.5 hours), Monday to Friday (9.00 a.m. – 5.00 p.m.)

Working alongside a Pathway Co-ordinator, the main function of the Administration Officer role is to provide a proactive and comprehensive administration and secretarial service to the IPS clinical team who work across all parts of the Trust.

Main duties of the job

The main duties of the role will include:

• live typing accurate information into our patient information system
• organising and taking minutes at team/service meetings
• diary management
• receiving and making telephone calls
• responding to e-mails working from a shared e-mail box
• processing confidential information on our electronic patient information system
• typing and formatting correspondence

The above list is not exhaustive and there will be additional duties.

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.

Detailed job description and main responsibilities

The post holder must have proven experience of working in a similar work environment with excellent typing and minute taking skills which are essential for the role.

The ideal candidate should:

• have experience of working with Microsoft packages and electronic record systems
• have proven experience of diary management
• good organisational and planning skills
• have advanced typing skills.
• have minute taking skills
• have excellent customer care and communication skills
• have a good working knowledge of office procedures such as ordering, filing, scanning, petty cash, requesting repairs, etc
• be confident dealing with service users, internal and external sources whilst maintaining confidentiality.
• demonstrate a high level of sensitivity dealing with service users who have mental health difficulties or are highly anxious

Training on in-house systems will be provided.

The post holder should hold the required level of qualifications outlined in the essential criteria of the personal specification in the job description. If you do not meet this criterion you may not be shortlisted.

If you would like to have a chat about the role please contact Jackie Bryant, Administration Manager, telephone 08731 624 427.

Please find attached job description for full details.

Closing date : 20^th March 2025

We welcome your application.

Person specification

Education and Qualification

• Word-processing skills at Level 3 (OCR/RSA Level 3 or equivalent qualification and/or demonstrable relevant experience) eg; NVQ Level 3 Level 3 in Business Administration (or equivalent)
• Audio Typing qualification or demonstrable equivalent experience
• General level of education to O-Level/ GCSE or equivalent

• NVQ Level 3 in Customer Care (or equivalent)

Knowledge and Experience

• Knowledge of NHS Policies and Procedures
• Working knowledge of Microsoft applications, including e-mail communication
• Ability to maintain and update Patient Information Systems e.g. RiO
• Good working knowledge of office procedures
• Previous secretarial/clerical experience
• Ability to uphold confidentiality at all times
• Able to prioritise and plan own workload

• Experience in processing NHS Paperwork (CPA, Mental Health Act, Safeguarding)
• Experience using stock ordering and petty cash systems
• Experience of working with medical records - filing systems (paper and/or electronic)

Skills and Competencies

• Excellent communication and interpersonal skills, both verbal and written
• Note-taking skills
• Good organisational and planning skills

• Shorthand skills

Role/Team specific requirements

• Flexible attitude to cope with fluctuating workloads and the occasional requirement to cover other areas in cases of staff absences.

Personal Characteristics

• Discrete in handling confidential and sensitive information

Additional requirements

• Must be able to meet the mobility requirements of the post in providing cover for other teams as and when agreed.