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The Newcastle upon Tyne Hospitals NHS Foundation Trust
About
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit Newcastle Hospitals NHS Foundation Trust.
Administration Assistant
Accepting applications until: 22-Dec-2024 23:59
Vacancy status: Open
Accepting applications until: 22-Dec-2024 23:59
Key details
Location
- Site
- Campus for Ageing and Vitality
- Town
- 317 03 Campus for Ageing and Vitality
- Postcode
- NE4 6BE
- Major / Minor Region
- Tyne and Wear
Contract type & working pattern
- Contract
- Fixed term: 16 months (from date of appointment)
- Hours
- Full time - 37.5 hours per week
Salary
- Salary
- £24,071 - £25,674 per annum
- Salary period
- Yearly
- Grade
- (Band 3)
Specialty
- Main area
- 317 CR Core Management 539000
- Interview date
- 10/01/2025
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, gender, 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.
Job overview
An exciting opportunity has arisen for an enthusiastic, organised and motivated individual to join the Clinical Research Directorate. This Administration Assistant role will be based at the Clinical Ageing Research Unit at the Campus for Ageing and Vitality and will provide a comprehensive efficient and effective reception service. As part of the clinical research secretarial team, the postholder will also contribute to the team by providing administrative and clerical support.
Clinical Research is the scientific study of health and the prevention, diagnosis, and treatment of illness. At Newcastle Hospitals, clinical research happens within most clinical specialties, wherever patients are seen and cared for.
Clinical research can make a real difference to health outcomes. Not only is it important for advancements in treatment, but it has been proven that patients cared for in a research-active organisation have better outcomes.
In an average year we recruit around 13,000 research participants into a broad range of research studies and trials. We’re proud of our world-leading reputation for research excellence and how we’re making a difference across our communities.
We offer our staff unique learning opportunities that enable them to fulfil their role and maximise their potential.
- Interview Date Friday 10 January 2025
- 37 Hours 30 Minutes/Week
NO AGENCIES PLEASE
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The post holder will have a varied role requiring good communication and time management skills to work independently in managing the Reception area, dealing with requests and queries, as well as processing letters, documents and reports.
They will get involved in projects that support research teams including planning, organising and completing activities to agreed deadlines with minimum supervision. This could include administration of new strategies or systems, maintain or retrieving information from databases, assisting with production of reports, undertaking surveys and audit as well as regular routine admin and clerical tasks.
This role has lots of variety and ad-hoc demands and post holders must be flexible to the needs of the service. This is an opportunity to work within a very supportive and welcoming team and to further develop existing knowledge and skills. Previous administration/secretarial experience in an NHS environment is preferred but not essential as full training will be given.
Working for our organisation
Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
• Freeman Hospital
• Royal Victoria Infirmary (RVI)
• Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)
• Newcastle Dental Hospital
• Newcastle Fertility Centre
• Northern Centre for Cancer Care, North Cumbria
• Northern Genetics Service
• Cramlington Manor Walks
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
- Act as first point of contact in the designated area to answer queries, provide suggestions solve problems; signposting to relevant person/team efficiently and effectively. Receive and deal with incoming queries via Reception, generic mailboxes, email, telephone and face to face in a polite, customer focused and professional manner, redirecting/signposting and/or using initiative to deal with queries where appropriate and assignment to relevant personnel and follow up until query closure
- Assist with processing of letters, documents & reports in relation to relevant activity as directed by line manager/team
- Contribute to the implementation of systems/processes to ensure systems work effectively and efficiently in relation to the role
- Act as an ambassador for clinical research
- Contribute to a comprehensive efficient and effective administration and clerical service as part of the clinical research secretarial team
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.
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
Person specification
Qualifications & Education
Essential criteria
- NVQ level 3 (or equivalent qualification/experience)
- GCSE English Language or equivalent at grade 4 or above
Knowledge & Experience
Essential criteria
- Relevant practical experience of working in an office environment (i.e.: NHS, Primary Care)
- Working knowledge of General Data Protection Regulation (GDPR)
Desirable criteria
- Experience of working in a research environment
- An understanding of research terminology
- Knowledge and understanding of NIHR systems
- Knowledge of the UK Policy Framework for Health and Social Care Research and current systems in place to support
- Experience of organising diaries, meetings, calendars and groups and allocation of resources
- Experience of using and a working knowledge of NHS system to support patient care i.e., eRecord, ATOM, Oracle etc.
- Experience of using and working with databases
- NHS secretarial experience
Skills & Abilities
Essential criteria
- IT skills to include office packages e.g., Microsoft Word, Excel, Outlook and PowerPoint
- Excellent organisational, communication and interpersonal skills
- Ability to exercise independence, judgement and use own initiative in the arrangement of administrative work
- Ability to work within relevant policies and procedures
Further details / informal visits contact
- Name
- Angela Birt
- Job title
- General Manager
- Email address
- [email protected]
- Telephone number
- 07542318122
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