Job summary
- Main area
- Administration
- Grade
- Band 2
- Contract
- Permanent
- Hours
- Part time - 25 hours per week
- Job ref
- 318-26-T0092
- Employer
- Gloucestershire Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Battledown Outpatients, CGH
- Town
- Cheltenham
- Salary
- £24,465 (pa pro rata if part-time)
- Salary period
- Yearly
- Closing
- 25/02/2026 23:59
Employer heading
Administration Assistant
Band 2
At Gloucestershire Hospitals, our people are at the heart of everything we do. As the county’s largest employer, we are proud to provide high-quality acute, elective, and specialist services to more than 650,000 people across our county. Our care is delivered across Gloucestershire Royal, Cheltenham General and Stroud Maternity Hospital.
With over 9,000 employees representing more than 95 nationalities, bringing together a mix of cultures and experiences to the care that we deliver. Whether you’re beginning your NHS journey or looking to take the next step in your career, this is an exciting time to join us. We’re investing heavily in innovation, research, and transformation, with more than 100 active clinical studies and major developments underway across our hospitals.
We take pride in working as one team, driven by a shared ambition to grow, develop, and continually improve. Every contribution is valued and by combining our collective strengths, we support not only our diverse communities but one another. You can expect a warm, supportive culture and colleagues who are passionate about teamwork, professional development and delivering exceptional care. We offer structured development programmes, mentoring and leadership opportunities to help you progress in your career.
We are committed to fostering an inclusive environment where everyone feels they belong. By joining our Trust, you will benefit from a comprehensive package that includes flexible working opportunities, generous annual leave, the NHS pension scheme, competitive bank rates, local discounts, access to on-site nurseries, reduced public transport costs, reward and recognition schemes and a wide range of health and wellbeing initiatives.
Be part of Gloucestershire Hospitals, explore your future with us today.
Job overview
Administration Assistant, Band 2 (25 hours a week)
Under the direction of the Admin Team Leader, you will provide general administrative support to the team of speciality administrators.
Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of the Administrative Support Team and will report to the Community Paediatric Administration Lead.
Main duties of the job
General office administration duties include the copying and sending out of patient correspondence, collection and delivery of notes, sorting of incoming post, responding to queries from internal and external sources and other administrative tasks. The post holder will be required to work and as part of a team, have a flexible attitude to work and following training provide cross cover during periods of staff absence (to be negotiated).
Working for our organisation
We are a very busy department who needs an energetic, but exceptionally organised person to join our team. If you like to be kept busy, enjoy variety and have good attention to detail whilst working under pressure, this will be the ideal role for you.
We are looking to recruit an enthusiastic and highly motivated person who is committed, demonstrates loyalty and is prepared to work hard when necessary to complete all tasks required. Experience in the NHS is desirable, but a willingness to learn and be adaptable is essential.
In return, we can offer you a job where you are valued in supporting our team and making a difference to patients
Detailed job description and main responsibilities
- To undertake training as required and agreed with the Admin Team Leader
- Clerical tasks as required i.e. photocopying, sorting post, answering the telephone etc to support team members
- Undertaking typing tasks and adding letters to Infoflex as requested by the Admin Lead
- Comprehensive use of in-house patient administration system to check information on patients, outpatient appointments and results etc.
- Taking/collecting urgent notes or requests to relevant departments in order to minimise delays
- Filing letters and reports into patient medical notes within the department or in Health Records department.
- Undertake work when requested by the Admin Team Leader as well as prioritising workload appropriately.
- Deliver a high standard of customer service; communication effectively with all levels of staff across departments, the multi-disciplinary teams, GPs, patients and their relatives.
- Electronically track patient notes in and out of the department/area.
- Promote equality at all times and respect privacy and confidentiality, acting appropriately and professionally upon any sensitive information in accordance with trust policy.
- To be flexible, with the ability to alter activities and priorities as the need arises.
- Undertake any other appropriate duties, commensurate with the role as required at the request of the Admin Lead.
- At the request of the Admin Lead, you may be required to cover colleagues during absences/annual/sick leave. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
- Contribute to a healthy and safe working environment and adhering to health and safety regulations and trust policies.
Person specification
Qualifications & Experience
Essential criteria
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
- IT experience of Microsoft Office packages
- Knowledge of routine and non-routine administrative procedures acquired through qualification or experience
- Excellent communication skills, both verbal and written
- Ability to work under some pressure
- Ability to work without direct supervision
- Experience of working as part of a team
- Experience of general office routine and filing systems
Desirable criteria
- Administration experience in a health/social care setting
- IT capable to ensure proficient use of hospital computer systems
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Charlotte Jaines
- Job title
- Administration Lead
- Email address
- [email protected]
- Telephone number
- 0300 422 3683
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