Administrative Assistant

Do you want to work in one of the best performing NHS organisations in England? Work for an organisation that was voted the best acute and combined acute and community trust in the country, based on the experience of its staff (NHS Staff Survey 2022). Work in an organisation that supports its staff and focuses on staff experience as much as it does the experience of its patients? You can live and breathe in an area that has the cleanest air, cost effective living, great nightlife, some of the best schools with a wealth of history available on your doorstep. Sound too good to be true? Well it isn’t, this is what you get when you work for Northumbria Healthcare and, this is…the Northumbria Way! What the Northumbria Way means for you: • Extensive staff health and well-being programme including access to our specialist Wellbeing Hub • Support and connection through a variety of Staff Network groups • A range of flexible working opportunities • Generous annual leave and pension scheme • Access to lease car and home electronics scheme (qualifying criteria applies) • Opportunities to improve your professional development through our vast training programmes • Access to savings scheme via salary sacrifice with Northumberland Community Bank We work closely with Kids First Nurseries that are based within our trust grounds at Wansbeck, North Tyneside and Hexham hospitals to care for our Trust family's children, they offer care for children from 6 weeks old up to 4 years. There are a number of funding options run by the government to help working parents, including Early Years Funding and Tax Free Childcare. Flexible working offers choice in where, when, and how we work, ensuring patients remain at the heart of all we do. It’s open to everyone, and we aim to find solutions that work for both you and the organisation. All arrangements must be reasonable and balanced to maintain safe and effective patient care. We are proud to be one of the country’s top performing NHS trusts – rated ‘outstanding’ overall by the Care Quality Commission (CQC). We provide a range of health and care services to support more than 500,000 people living in Northumberland and North Tyneside across the largest geographical area of any NHS Trust in England. Our teams deliver care from hospitals, a range of community venues and people’s homes. Our hospitals include a specialist emergency care hospital (the first of its kind in England), three general hospitals and community hospitals. In the community we deliver a wide range of community and public health services. We lead in innovation and quality, having opened the Northumbria Healthcare Manufacturing and Innovation Hub during the Covid-19 pandemic and have recently launched our Community Promise – a pledge to make a real impact not just in healthcare but on the wider factors that affect people’s lives, such as education, employment and the economy. If Northumbria Healthcare sounds like somewhere you could belong we would love to hear from you. Visit our website to catch up on our latest news. Whilst Northumbria Healthcare are a highly innovative organisation, the use of Third Party Artificial Intelligence (AI) presents a risk to the integrity of our Recruitment & Selection processes. If you use AI, and it poses a risk to the integrity your individual recruitment process, we may withdraw your application at any stage of the process. Job overview North Tyneside Talking Therapies and Specialist Community Psychology Service are seeking two proactive and dedicated Admin Assistant's to provide clerical support. The successful candidate's will have prior experience working in a fast-paced admin office and possess excellent communication skills, both in-person, virtually and over the telephone. This role requires the ability to handle sensitive and potentially distressing information, communicated both verbally and in writing, demanding resilience and discretion. Key responsibilities include the ability to effectively prioritise workloads, demonstrate flexibility in response to changing demands, and address urgent queries from staff and patients promptly and professionally. Candidates must have strong word processing and IT skills, with proficiency in a variety of Microsoft Office applications and be able to use the telephone and computer simultaneously on a daily basis. Working Hours: 37.5 total hours available to be split across two separate posts. • Monday: negotiable but must be to 5:00 pm • Tuesday: negotiable but must be to 5:00 pm • Wednesday: negotiable but must be to 5:00 pm • Thursday: 11:30 am – 7:30 pm • Friday: negotiable but must be to 5:00 pm Flexibility to cover staff absences as needed is essential. Please note we reserve the right to close this vacancy prior to the closing date once the required number of suitable applications have been received. Advert • Handling enquiries from staff, patients, and healthcare professionals via telephone, face-to-face, and online/virtual platforms, ensuring appropriate transfer of calls and accurate, timely recording of information. • Logging referrals from various sources, managing appointment bookings using computer systems, and making and receiving calls as necessary. Dispatch correspondence to patients and healthcare professionals through both postal and electronic channels. To assist with the sorting and distribution of incoming and outgoing mail. Must be able to print and fold a vast number of letters. • Maintain accurate records of incoming and outgoing goods and services as delegated. Distribute reports, meeting minutes, and other documents as instructed. Utilise various IT systems to support service development and audit activities. • Contribute to the review, redesign, implementation, and evaluation of administrative systems and processes to enhance service efficiency. • Maintain electronic diaries for room bookings and ensure filing systems, both manual and electronic are organised and accessible. Assist in retrieving required information or files as needed. Perform data entry tasks on local databases, Excel spreadsheets, and patient computerised records. Scan documents into the patient record system with accuracy and attention to detail. • Consistently adhere to all relevant policies and procedures. Participate in mandatory training and professional development activities as required. Working for our organisation We manage three major locality hospitals at North Tyneside, Wansbeck and Hexham, plus a number of smaller community hospitals and clinics from Tynemouth to Berwick on Tweed, covering one of the largest geographical areas of any NHS trust in the country. Leading in innovation and quality - opening a state of the art Northumbria Specialist Emergency Care Hospital, the first of its kind in England. Do you want to work in one of the best performing NHS organisations in England? Work in an organisation that supports its staff and focuses on staff experience as much as it does the experience of its patients? You can live and breathe in an area that has the cleanest air, cost effective living, great nightlife, some of the best schools with a wealth of history available on your doorstep. Sound too good to be true? Well it isn't, this is what you get when you work for Northumbria Healthcare, this is the Northumbria Way! Detailed job description and main responsibilities The post holder will work with individuals from diverse cultural backgrounds and across various age groups, supporting people experiencing a wide range of mental health challenges. They will demonstrate a strong commitment to respecting diversity and promoting equality of opportunity. They will uphold the importance of individuals’ rights and consistently act in accordance with relevant legislation, policies, and procedures. The post holder will exemplify compassionate and inclusive leadership, contributing to the development of a collective leadership culture with