Job Summary
To provide administrative support to the General Manager, Matrons and Clinical Director to ensure that clinical services operate in a smooth and efficient manner.
Main duties of the job
* Provide full range of confidential secretarial/administrative support to the General Managers, Service Managers, Matrons and Clinical Directors/Leads.
* Receive and respond to internal and external correspondence, taking appropriate and timely actions as required, in accordance with Trust and/or departmental standards and processes.
* Record information to support the demand and capacity assessment for clinical services.
* Attend care group meetings as necessary, take minutes, type and distribute them, and request additional papers/reports as required.
* Use Microsoft Office (including spreadsheets) to filter and reformat data.
* Manage electronic diaries, booking appropriate venues and possibly arranging travel and accommodation.
* Operate efficient and up‑to‑date administrative systems and processes for all office tasks.
* Maintain accurate and timely data entry to databases to meet service requirements.
* Ensure the internet and intranet are accurate and regularly updated for the service area.
* Act as Information Asset Administrator (IAA), updating asset lists on a regular basis.
* Prioritise own workload to meet the needs of the clinical service and ensure all deadlines are met.
* Support new and/or less experienced staff, as directed by line manager.
* Provide cover as required during absence of colleagues.
* Work with Clinical Leads to produce on‑call rotas and ensure sufficient consultant ward cover.
* Support the validation process.
* Arrange interview support as required.
* Act as Registration Authority Agent/Sponsor, supporting NHS Care Records Service applications using smartcards and appropriate access files.
* Order office supplies through Cardea and maintain agreed stock levels.
* Maintain an up‑to‑date filing and archive filing system, disposing of archived records and documentation according to Trust policy.
* Act as the point of contact for staff, patients and others within and outside the organisation, responding to telephone enquiries and taking appropriate action.
About Us
We provide hospital services from two acute sites – Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester‑Le‑Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale, as well as in over 80 other community‑based settings and in patients’ homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates, as these groups are currently under‑represented.
Full Job Descriptions can be found in the advert supporting documents. Over reliance on AI‑generated content is discouraged and may diminish the applicant’s chances of success.
For the most up‑to‑date information on visa requirements and eligibility, please check online to determine whether you can apply.
From 9 April 2025 – Healthcare assistants – you must have been employed for a minimum of two years as an HCA Band 3 within the NHS for the Trust to consider sponsorship (we will only consider sponsorship if you meet this criteria and have a current visa expiring within 3 months).
Job Details
Posted: 17 February 2026
Pay scheme: Agenda for change
Band: Band 3
Salary: £24,937 to £26,598 a year
Contract: Permanent
Working pattern: Full-time, Flexible working
Reference number: C9439‑2526‑1606
Job location: Darlington Memorial Hospital NHS Trust, Hollyhurst Road, Darlington, County Durham, DL3 6HX
Qualifications
* Good standard of Education – Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language.
* NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards).
Experience
* Experience of an administrative role providing general provision of administrative duties in a challenging and constantly changing environment.
* Demonstrate experience of using Microsoft Word.
* Experience in setting up and maintaining office filing systems.
* Experience of working within an NHS environment (desirable).
* Experience in planning and organising meetings and taking notes (desirable).
* Experience of maintaining and setting up databases (desirable).
* Experience of providing administrative support to a team (desirable).
Special Requirements
* Ability to travel independently across the county to fulfil the requirements of the post.
Special Skills & Knowledge
* Knowledge of computer packages – Word, Excel, Outlook and Powerpoint.
* IT Skills – Ability to use email and maintain and update paper and electronic diaries.
* Knowledge of Data Protections and Caldicott Principles and understanding of the need to maintain strict confidentiality.
* Ability to use discretion and maintain confidentiality.
* Excellent verbal and written communication skills, and the ability to deal with and prepare routine verbal and written correspondence.
* Ability to obtain information and pass on comprehensive and confidential messages.
* Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public.
* Ability to use own initiative to resolve routine queries, in line with departmental procedures.
* Ability to work with minimal supervision following set procedures.
* Ability to organise and prioritise workload to meet deadlines.
* Ability to work as a member of a team.
* Commitment to delivering excellent customer service and quality customer care.
* Flexible approach to work and adaptable to change.
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
County Durham & Darlington NHS Foundation Trust
Address: Darlington Memorial Hospital NHS Trust, Hollyhurst Road, Darlington, County Durham, DL3 6HX
Website: https://www.cddft.nhs.uk/ (Opens in a new tab)
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