Administration Officer

Job summary

The Memory Matters Team in Lillyhall is looking for a dynamic, professional Administration Officer.

The successful candidate will work alongside a team of Administrators, Pathway Coordinators, Administration Manager, Team Managers, and Clinical Leads with allocated duties to support the administration function for this service. A good knowledge of Microsoft packages and excellent typing skills are essential for this role.

Candidates are required to meet the mobility requirements for this post as travelling between sites in North and West Cumbria may be necessary.

Main duties of the job

To facilitate excellent customer service, in person and on the telephone, following guidance and procedures delivered through in-house training.

Provide proactive, comprehensive administrative service and support, including dealing with enquiries, processing referrals, dealing with confidential patient information within the Rio electronic system, preparation and taking notes of meetings.

Work as part of an admin team, sharing and supporting the workload.

Provide agreed levels of support to the service to maintain cover in the absence of other administrative staff. You will be expected to demonstrate flexibility within the role and support other CYPS administrative teams as and when required.

The post holder will also undertake additional duties as directed by the Admin Team Lead.

The ideal candidate should have excellent communication, customer service, and organisational skills, as well as a working knowledge of office procedures including IT skills.

You should currently hold the required level of qualifications, as outlined in the Essential Criteria of the Personal Specification. If you do not meet this criteria, you may not be shortlisted.

About us

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.

Date posted: 20 March 2025

Pay scheme: Agenda for change

Band: Band 3

Salary: £24,071 to £25,674 a year per annum

Contract: Fixed term

Duration: 12 months

Working pattern: Full-time, Part-time, Job share

Reference number: 263-CCG25-124-HN

Job locations

Lillyhall Business Centre

Jubilee Road

Workington

CA14 4HA

Job description

Key skills:

• Secretarial experience working within a team.
• Experience in a customer / patient and service user focused environment.
• Excellent communication and interpersonal skills.
• A good understanding of the RiO system (not essential as training will be given to those who have not worked on this system before).
• A good knowledge of Microsoft Word/Office packages and typing qualifications.
• Good verbal and written communication skills.
• Minute taking skills as attending MDT meetings and updating RIO and action plans on a screen is required during these meetings.
• Ability to be self-directed, motivated, and able to contribute positively within a team.
• Well organised and structured.
• The post holder will be expected to demonstrate flexibility in the role.
• The post holder will be able to demonstrate the ability to deal with possible exposure to occasionally distressing or highly emotional circumstances and will be expected to ensure they participate in all relevant training courses appropriate to the role.

Person Specification

Education and Qualifications Essential

• General Level of Education to O-Level/GCSE or equivalent
• Word-processing skills at Level 3 (OCR/RSA Level 3 (or the equivalent) qualification(s) in a relevant subject, plus relevant experience)
• NVQ in either Business Administration or Customer Care

Knowledge and Experience Essential

• Previous administrative/secretarial experience
• Experience working with software packages including Microsoft Word, Excel, PowerPoint, and Patient Information Systems (e.g. RiO)
• Experience of Minute taking

Desirable

• Knowledge and understanding of medical and/or specialised terminology
• Knowledge of NHS Policies and Procedures
• Experience in processing CPA, Mental Health Act and Safeguarding documentation

Skills and Competencies Essential

• Excellent communication and interpersonal skills, both written and verbal
• Excellent organisational and planning skills
• Ability to uphold confidentiality at all times
• Flexible attitude to cope with fluctuating workload

Desirable

• Experience of working with medical records filing system
• Experience of managing and maintaining office systems

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications.

For further information visit the UK Visas and Immigration website.

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement.

Employer details

Employer name: Cumbria, Northumberland, Tyne and Wear (CNTW) NHS Foundation Trust

Address: Lillyhall Business Centre, Jubilee Road, Workington, CA14 4HA

Employer's website: https://www.cntw.nhs.uk/careers/