Transport Administrator

Employer heading

Transport Administrator

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 Estates Directorate are seeking a highly motivated and diligent individual to work in a demanding yet rewarding role within the Transport Department.

The successful individual will support the department in achieving high levels of customer service to staff, patients and visitors in areas of car parking, taxi management, courier service provision and responding to a range of queries and supporting other departments wherever necessary.

• Interview date: 25 March 2025
• 37 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 Transport Department is required to support many functions within the Trust and you will need the skills to learn and use multiple software packages, be able to communicate with confidence verbally and in writing, be organised and able to manage with a high workload and conflicting demands.
• You should feel comfortable collecting data, analysing problems and supporting delivery of key transport services whilst ensuring tight financial controls and continuously seeking improvements.
• The individual will be required to have a very good working standard of Microsoft word and excel and will be supported with further development opportunities and want be part of a team supporting sustainability measures to reduce emissions and be a key part of improved services and greater efficiencies.
• You should have excellent communication skills and organisational skills gained through previous experience in an administration background, a proven knowledge and understanding of Office IT packages with a high standard of Microsoft Excel ( ECDL certification or equivalent experience).
• You will be required to support the wider Transport Team with the development of other projects which will require your knowledge and skills to ensure new systems and processes work to support effective transport services within the Trust
  
  

Working for our organisation

Our staff oversee around 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:

• Freeman Hospital
• 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
• Cramlington Manor Walks
  
  

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

Detailed Job Description And Main Responsibilities

• To provide a comprehensive, efficient and effective administrative support to the Transport and Travel Team.
• To act as a first point of contact for all forms of communication.
• It is expected that the Transport Administrator will have sufficient knowledge and understanding of the job to be able to make decisions and act on their own initiative as well as to take action on matters of a non-routine nature.
• A flexible approach is required to fulfil the duties in an environment with many conflicting priorities.
• To support the Transport Co-ordinator in completing projects within deadline, collecting data, reviewing data and providing reports as required.
• To be familiar with Transport and Travel Team business activities, process and systems.
  
  

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.

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.

Person specification

Qualifications & Education

Essential criteria

• NVQ / RSA 3 or equivalent qualification or equivalent experience
  
  

Knowledge & Experience

Essential criteria

• Previous administrative experience
• In-depth knowledge of up to date computer systems (Word, Outlook, PowerPoint, Excel)
• experience in typing / word processing skills to a high standard, including the use of Word, Excel, PowerPoint and Outlook.
• Experience of working in a customer service environment and have the relevant qualifications or experience to carry out this demanding role.
• Experience of working in an administrative capacity and an in-depth knowledge of up to date office software, preferably in an Trust capacity
• Experience of working within parameters and operations of a large organisation with clear policies / procedures including working with the public, dealing with high levels of enquiries and understanding governance
  
  

Desirable criteria

• Working knowledge of the Estates Department
• Knowledge of Healthcare / Acute Hospital environment
• Working knowledge of Trust software systems
• Experience of managing small projects
  
  

Skills & Abilities

Essential criteria

• Excellent keyboard skills
• Excellent interpersonal and communication skills (electronic, written and verbal)
• Ability to work independently or as part of a team to ensure strict deadlines are met and demonstrating: Good organisational skills: Good time-management skills
• Ability to prioritise work, work under pressure and ability to multi-task
  
  

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.

Employer certification / accreditation badges

Documents to download

• Job Description & Person Specification (PDF, 386.9KB)
• Newcastle Staff Benefits (PDF, 274.4KB)
• Behaviour and Civility Charter (PDF, 93.8KB)
  
  

Apply online now

Further details / informal visits contact

Name Elaine Young Job title Deputy Transport Manager Email address Elaine.Young12@nhs.net Telephone number 01912138994 Additional information