Job summary An exciting opportunity has arisen for an Admin Co-Ordinator to join our team and provide an efficient and effective administrative service within Northumbria Healthcare Facilities Management (NHFM). This role will specifically be providing administrative support for our Estates and Facilities teams at Wansbeck General and the Northern Community Hospitals, but the post holder will work in partnership with all NHFM Admin teams. This post will be based at Wansbeck General Hospital but some travel to the Community Hospital sites will be required. 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. Main duties of the job Provide an efficient and effective administrative service to the Estates and Facilities teams. Dealing with enquires via telephone, email and face to face. Co-ordinate the processing of orders and invoices and the updating of relevant databases. Minute taking and transcribing. Typing letters under direction from Department Manager/ Supervisors Maintaining accurate records on a variety of systems. Supporting other NHFM Admin teams when required. Judgements involving facts or situations some of which require analysis where there is more than a straightforward choice of options, such as analysis of financial queries or discrepancies. About us NHFM is a wholly owned subsidiary of Northumbria Healthcare NHS Foundation Trust. Established in 2012, NHFM provide specialist project management services for large and small capital developments, estates maintenance and a full range of facilities services. Carrying out facilities management for a state-of-the-art specialist emergency care hospital - The Northumbria, three general hospitals - North Tyneside, Wansbeck and Hexham hospitals - and a number of smaller community hospitals and clinic sites, we cover one of the largest geographical areas of any NHS trust in the country. Work for us and you will be making a real difference to the NHS and the thousands of people who use our services each year. Visit our website www.nhfm.co.uk for more information about who we are and benefits of working for us. Date posted 14 February 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year pro rota per annum Contract Permanent Working pattern Part-time, Flexible working Reference number 319-6978146LW Job locations Wansbeck General Hospital Woodhorn Lane Ashington NE63 9JJ Job description Job responsibilities Provide an administrative service to NHFM and fully adhering to all Trust Policies. Transcribe minutes of key meetings in a timely and accurate manner. Maintain action records of key meetings, sharing actions as appropriate and in a timely manner. Responsible for efficient booking of staff training requirements, venue information in conjunction with Department Manager. Responsible for accurate records in the Human Resource Systems - ESR, Healthroster and Therefore systems to assist/support Department Manager. Support the management team by organising appraisals and facilitating training High standard of communication, organisational skills and administration to include Excel spreadsheets and full use of all Microsoft Office packages. Typing letters under direction from Department Manager/ Supervisors Responsible for processing and recording invoices and collation of invoices for payment in all aspects of financial records in accordance with the Trusts Standing Financial standing instructions. To observe confidentiality acquired in course of work with internal and external client, visitors and Trust employees. Checking and processing paperwork in regards to contractors where required Job description Job responsibilities Provide an administrative service to NHFM and fully adhering to all Trust Policies. Transcribe minutes of key meetings in a timely and accurate manner. Maintain action records of key meetings, sharing actions as appropriate and in a timely manner. Responsible for efficient booking of staff training requirements, venue information in conjunction with Department Manager. Responsible for accurate records in the Human Resource Systems - ESR, Healthroster and Therefore systems to assist/support Department Manager. Support the management team by organising appraisals and facilitating training High standard of communication, organisational skills and administration to include Excel spreadsheets and full use of all Microsoft Office packages. Typing letters under direction from Department Manager/ Supervisors Responsible for processing and recording invoices and collation of invoices for payment in all aspects of financial records in accordance with the Trusts Standing Financial standing instructions. To observe confidentiality acquired in course of work with internal and external client, visitors and Trust employees. Checking and processing paperwork in regards to contractors where required Person Specification Qualifications / Professional Registration Essential NVQ 3 - Business Admin or equivalent level of acquired knowledge/experience RSA11 standard or acquired knowledge in a similar role Desirable Customer Care Qualification Experience and knowledge Essential Knowledge and previous experience in office environment using all Microsoft packages Experience in interacting with professionals at all levels from within the Trust along with clients/contractors/visitors/ outside the Trust. Experience in working in a confidential environment Desirable Recruitment & Selection training Experience of ESR/HERO Customer care training Risk Assessment training Appraisal training Person Specification Qualifications / Professional Registration Essential NVQ 3 - Business Admin or equivalent level of acquired knowledge/experience RSA11 standard or acquired knowledge in a similar role Desirable Customer Care Qualification Experience and knowledge Essential Knowledge and previous experience in office environment using all Microsoft packages Experience in interacting with professionals at all levels from within the Trust along with clients/contractors/visitors/ outside the Trust. Experience in working in a confidential environment Desirable Recruitment & Selection training Experience of ESR/HERO Customer care training Risk Assessment training Appraisal training 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 details Employer name Northumbria Healthcare NHS Foundation Trust Address Wansbeck General Hospital Woodhorn Lane Ashington NE63 9JJ Employer's website https://www.northumbria.nhs.uk/ (Opens in a new tab)