Admin and Clerical Support

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Admin and Clerical Support

The closing date is 02 August 2026

We are recruiting an Administration Assistant to work within the community Dietetic Service at the Newcastle upon Tyne Hospitals NHS Foundation Trust, based at Regent Point, Gosforth. This is a part time position, working days can be agreed on appointment, although hours must include a full Monday and a Tuesday afternoon. Any queries in relation to working hours and suitability please make contact prior to application.

Your role will be focussed on supporting the specialist adult weight management service, which is a dietetic-led multidisciplinary team comprising a medic, dietitians, psychologists, a physio and pharmacy.

This is an exciting opportunity to join a friendly, supportive team that aims to improve the care of those in the North East. You will be part of the community dietetic administration team which comprises 3 administration colleagues providing an efficient, confidential secretarial/clerical service. You will be well supported by our office manager and through the close working of the Regent Point admin team, who support each other with cover e.g. during annual leave. You will also be part of the wider dietetic admin team working across the trust, comprising 9 admin colleagues in total, providing an efficient, confidential secretarial/clerical service.

Main duties of the job

The post holder will be responsible for communicating with patients and other health care professionals on the telephone; Monitoring the department mailbox including retrieving referrals and uploading for triage; Arranging appointments and sending out appointment information.

Appointments and letters are largely generated through the electronic patient records (Systm 1) so we are looking for someone who is confident using computerised records.

The post holder will accurately transcribe clinical correspondence including on occasions using digital dictation, and deal effectively with all incoming and outgoing correspondence. The post holder will also support typing and printing of patient resources.

It is vital the post holder has a high level of IT literacy, particularly with microsoft office; word processing skills, experience with Microsoft Excel and Microsoft Teams.

The successful applicant should have excellent organisational and communication skills; Within this, a polite, patient and calm telephone manner. Also, the ability to support effective communication between MDT members. Candidates should have experience and confidence in dealing with occasional upset patients who may telephone the team with queries, frustrations, and concerns.

About us

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 Hospital
• Newcastle Dental Hospital
• Newcastle Fertility Centre
• Northern Centre for Cancer Care, North Cumbria
• Northern 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

To contribute to the smooth delivery of the nutrition and dietetic service through the provision of appropriate administrative support to the team. To communicate with patients and relatives regarding appointments at the request of clinical staff and provide cover for the administration colleagues as required.

• Provide an efficient secretarial service, including accurate copy/audio typing, photocopying, telephone, reception, booking appointments and general office duties to the dietitians at Freeman, Regent Point, and the Royal Victoria Infirmary.
• Provide an efficient administrative system for community dietetic clinics.
• Maintain data entry for statistical purposes.
• To provide the data for monthly or quarterly statistical reports for the project funders.
• To liaise with other community services regarding referrals.
• To liaise with other Dietetic Services within the Region.
• Support other Secretaries during absences such as sickness and annual leave.

Person Specification Qualifications & Education

• Good standard of general education
• RSA II Typing/Word Processing or equivalent

Knowledge & Experience

• Experience of working in an office environment
• Experienced in the use of Microsoft Office - PowerPoint, Excel and Access
• Experience of speaking with public via the telephone Knowledge of an office set up
• Knowledge of all word processing data i.e., Windows, Excel, Microsoft Outlook
• Knowledge of office procedure
• Knowledge of Systm1
• Knowledge of E-record
• Knowledge of the Patient Administrative System (PAS)

Skills & Abilities

• Excellent keyboard skills
• Accurate and efficient approach to work
• Able to work as part of a team
• Able to prioritise own workload
• To be able to use audio equipment

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.

Employer name

The Newcastle upon Tyne Hospitals NHS Foundation Trust