Senior Administration Assistant

Employer heading Senior Administration Assistant Band 3 Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS hospital trusts in the country. We have around 16,000 staff and an annual budget of £1.7 billion. With strong history of providing high quality care, clinical excellence, research and innovation regionally, nationally and internationally, we’re in the top five providers of specialised health services in the country. As well as providing a wide range of hospital and community services, we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders. 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 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. Job Overview We are looking for enthusiastic candidates for a Senior Administration Assistant role within Blood Sciences. Blood Sciences plays a pivotal role in the provision of 11 million diagnostic tests per year which are essential for the delivery of high quality clinical care within all Directorates of the Trust and in Primary Care. The Department also acts as a regional and national reference laboratory. The Blood Sciences Department is UKAS accredited and is housed at both Freeman Hospital and Royal Victoria Infirmary. Successful candidates will be expected to work at either site. Interview Date Monday 4 November 202637 Hours 30 Minutes/Week (Part Time & Job Share Considered)You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy NO AGENCIES PLEASE Main duties of the job In this role you will provide high quality and efficient administration and secretarial support for senior staff within the Department of Blood Sciences Working for our organisation 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. With around 2 million contacts with patients every year, we deliver care from: Royal Victoria Infirmary (RVI)Freeman HospitalNewcastle Dental HospitalCramlington Manor WalksUrgent treatment centresNewcastle Fertility CentreNorthern Centre for Cancer Care, North CumbriaNorthern Genetics Service These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS. We also have offices at Regent Point in Gosforth and community sites. Please see attached information on what Staff Benefits we have to offer at our Trust under ‘Documents to download’ or ‘Supporting documents’. For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust Detailed Job Description And Main Responsibilities Maintain senior staff electronic diaries.Deal with incoming correspondence for Consultants.Daily postal duties for department.Type personal and confidential correspondence for senior staff.Arrange both internal and external meetings for senior staff within the department.Take minutes for departmental meetings.Take, and deal with appropriately, incoming telephone calls for senior staff within the department.Maintain filing systems for the department.Stock control of stationery and office equipment placing orders when required. Ordering stock for other sections in the Department.To receive dictation and/or material and to transcribe such material in a neat and accurate manner.Undertake clerical and administration duties as required.Train Blood Sciences staff to enable them to cover, when necessary, clerical duties within the department. Whilst Newcastle Hospitals are a forward thinking and 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 of your individual application or to the recruitment process, we may withdraw your application at any stage of the process. Person specification Qualifications & Education Essential criteria Appropriate NVQ III certificate (e.g. Business Administration, secretarial support etc) or equivalent level qualifications/relevant experienceEnglish language qualification to GCSE level 4 (or above) or equivalent level qualification/relevant experienceIT qualifications e.g. ECDL, Microsoft Office Skills TrainingKeyboard speed of 35 words per minute Knowledge & Experience Essential criteria Experience of secretarial or administrative proceduresAudio typing experience Desirable criteria NHS secretarial or administration experiencePrevious work experience in a laboratory environmentKnowledge of medical terminologyMinutes taking experience Skills & Abilities Essential criteria Excellent communication skillsAbility to work without direct supervision Desirable criteria Ability to manage time effectively Whilst Newcastle Hospitals are a forward thinking and 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 of your individual application or to the recruitment process, we may withdraw your application at any stage of the process. 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. 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. 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. Employer certification / accreditation badges Documents to download Job description (PDF, 128.8KB)Newcastle Staff Benefits (PDF, 274.4KB)Behaviour and Civility Charter (PDF, 93.8KB) Apply online now Further details / informal visits contact Name Faye Teare Job title Operational Site Manager Email address faye.teare@nhs.net Telephone number 0191 2231787