Employer The Newcastle upon Tyne Hospitals NHS Foundation Trust Employer type NHS Site Freeman Hospital/James Cook University Hospital Town 317 01 Freeman Hospital Salary £24,937 - £26,598 pro rata Salary period Yearly Closing 12/10/2025 23:59 Interview date 23/10/2025
Senior Supplies and Administration Officer
Band 3
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, 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 (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
The Regional Rehabilitation and Mobility Service (RREMS) provides clinical engineering expertise to 12 wheelchair services across the North-east of England and North Cumbria. In addition to this post, the team comprises 13 Clinical Technologists in Rehabilitation Engineering, 2 Rehabilitation Engineering Technologists and 6 administrative staff.
We are now seeking an enthusiastic and capable individual to join our team providing vital administrative support to the service, involving input to workflow management for the rehabilitation engineering team and management of the regional powered wheelchair fleet.
A part position is available at either James Cook University Hospital in Middlesbrough or Freeman Hospital in Newcastle Upon Tyne.
* Interview date: 23rd October 2025
* 18 hours 30 minutes/week
* 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
The successful candidate will preferably have experience of working within a customer focused office environment and will possess excellent communication, planning, organisational and IT skills with a high level of proficiency in the use of Microsoft Office applications, particularly Excel.
The successful candidate should be meticulous and adaptable with an empathetic and professional manner in dealing with enquiries from patients and their families, as well as when liaising with a range of professional stakeholders, suppliers, and contractors. They will also be comfortable working with the wide range of commercial and bespoke software systems in use by the service, as well as paper-based records. The successful candidate will also be required to participate in performance reporting activities and service improvement initiatives.
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.
Our staff oversee around 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
* 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
* Regent Point offices in Gosforth
* Community sites
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.
Please see attached information on what Staff Benefits we have to offer at our Trust under ‘Documents to download’ or ‘Supporting documents’.
Detailed job description and main responsibilities
* Input RREMS requisition data to the NHS RREMS IT system, ensuring that deadlines for cycle input are met.
* Receive and action enquiries from requisitioners relating to products available via the agreed suppliers.
* Action any discrepancies or returns associated with goods received from the above.
* Undertake any administrative duties that assist or support service delivery or the provision of mobility equipment and associated accessories by RREMS to patients.
* Provide administrative support to the Head of Service, in collecting, collating and analysing service and performance data relating to the RREMS service, the approved wheelchair repair agents, contracted suppliers, and other departments, companies and organisations relevant to the delivery of the RREMS service.
* Deal with telephone enquiries promptly and efficiently.
* Receive, sort and distribute all incoming and outgoing external and internal (to the Trust) mail and email.
* Maintain and manage a small stationery stock within the RREMS Department.
* Provide administrative support to the Purchasing and Supply Manager.
* Deputise for the Purchasing and Supply Manager as necessary.
Person specification
Qualifications
* Good standard of general education, GCSE Grade C and above in English and Mathematics or relevant experience
* Clerical / administrative skills qualification at NVQ level 3 or higher, or equivalent experience
Knowledge
* Experience of working in a team
* Previous purchasing experience
Skills
* Good keyboard skills with experience of MS Office Suite including Word and Excel
* High level of proficiency in the use of Microsoft Office applications, particularly Excel, including the running and creation of functions, pivot tables and charts
* Good communication and organisational skills
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.
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