Administration Officer

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.

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?

Job overview

West Cumbria Community Treatment Team (CTT) Administration Services.

An opportunity has arisen for a part-time (22.5 hours per week) permanent B3 Administration Officer to join our transforming West Cumbria CTT. This is an exciting time for North Cumbria Adult Mental Health Services which are undergoing transformation works and as such administration services are contributing to this agenda, this position would be ideal for organised, responsive and motivated individuals who are committed to change management principles.

As this service operates across West Cumbria the base is flexible which will be discussed at interview

§ Lillyhall Business Centre, Workington

§ Valley View, West Cumberland Hospital, Whitehaven

The candidate will need to have proven experience of working in a similar environment with previous secretarial experience is essential due to the demands of the role.

This post could provide an ideal development opportunity for those wishing to take their next step within NHS administration and would like to learn further skills. This post will provide training and development opportunities - the service is committed to upskilling our workforce via CNTW Academy.

Full support will be provided by the team of administrators based on site.

Please note there may be occasions when you are requested to travel to one of our other North Cumbria bases to provide support and/or cover for absent colleagues.

Main duties of the job

The post holder will be able to evidence:

• Secretarial experience working within a team such as processing referrals, coordination of clinics and general administrative duties.
• Supporting the day to day running of the administration office.
• Experience in a customer/client focussed environment in the last 12-months – Delivery of customer care skills in person or over the telephone.
• Proven experience of working with Microsoft Office packages and excellent keyboard skills – This is essential when preparing letters and reports on behalf of the clinical team.
• Effective minute taking skills and ensuring all actions are acted upon this may include live typing.
• Diary management skills.
• Ability to be self-directed, motivated and able to contribute positively within a team.
• Strong organisational skills and structure day-to-day tasks.
• Demonstration of flexibility in the role.
• Desirable: A working knowledge of electronic patient record systems (i.e. RiO) – Training will be given.
• Desirable: The successful applicant must be able to meet the mobility requirements of the role, therefore a current driving licence and access to a car is desirable

The post holder must be able to demonstrate the ability to deal with possible exposure to highly distressing or highly emotional circumstances and will be expected to participate in all relevant training courses appropriate to the role.

The post holder may also undertake additional duties as directed by the Administration Team Lead.

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

To express an interest in this post please describe your suitability and skills in line with the enclosed B3 Administration Officer job description. You should currently hold the required level of qualification or have proven experience as outlined in the essential criteria, if you do not meet this criteria you will not be shortlisted.

The successful applicant would start as soon as operationally able.

For informal discussions or site visits please refer to the contact information section.

Please note remote working opportunities cannot be considered for this role.

This vacancy may close early if a sufficient number of applications are received.

Please find attached job description for full details.

Closing date : 20th March 2025

We welcome your application.

Person specification

Qualifications

• 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 Level 3 in Customer Care (or equivalent)

Role/Team specific requirements

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

Personal Characteristics

• Discrete in handling confidential and sensitive information

Experience

• Minute taking experience
• Diary management and organisational 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

• Demonstrates willingness to learn in application
• Experience in processing CPA, Mental Health Act and Safeguarding documentation
• Experience using stock ordering systems and petty cash systems
• Experience of working with medical records filing systems

Skills and Competencies

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

• Shorthand skills

Additional Requirements

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

Please ensure to check out all of the supporting documents linked to this advert, for useful information about working for us, information from our Chief Executive and much more.