Job vacancy: Administrative Assistant, Gateshead Health NHS Foundation Trust, Gateshead

Job summary

Main area: Administrative
Grade: NHS AfC: Band 2
Contract: Permanent
Hours: Part time - 17 hours per week
Job ref: 297-7346859

Employer: Gateshead Health NHS Foundation Trust
Employer type: NHS
Site: Bensham Hospital
Town: Gateshead
Salary: £24,465 pro rota
Salary period: Hourly
Closing: 03/09/2025 23:59

Administrative Assistant

NHS AfC: Band 2

In the event of excessive applications being received this vacancy may close earlier than the stated closing date, you are encouraged to submit your application as soon as possible

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. Where possible this should be from two separate employers. Failure to complete this section may result in your application not being processed.

PLEASE NOTE it is a requirement of this Trust that all successful applicants pay for their DBS certificate if a check is required for the post. This will be done through deduction from your monthly pay over a maximum of three months. It is also a requirement that all successful applicants register or are registered with the DBS update service where a DBS is required.

All new entrants to the NHS will be appointed on the minimum of the pay scale in line with Terms & Conditions.

Detailed job description and main responsibilities

To provide effective administrative and clerical support to The Children’s Speech & Language Therapy Service including:

Receiving and dealing with telephone calls from a variety of sources
Dealing with general and confidential correspondence
Photocopying, scanning
Assist in maintaining filing using both electronic and paper systems
Extensive use of EMIS electronic patient administration system

To assist in updating and revising EMIS data according to Service needs.

To type Reports that may include medical terminology

To deal with enquiries efficiently and promptly, assessing priority, passing information onto appropriate parties/taking appropriate action.

To assist in the use of EMIS reports and spread sheet packages to initiate and maintain records as appropriate, collating information received and generating simple statistics as required.

To assist in the administrative processes involved in discharging children from the Service

To handle confidential, sensitive or contentious information appropriately, liaising with Manager/staff/other Departments where necessary

To be responsible for prioritising own workload and assist in the general management of the day to day tasks from the Clinical Operational Manager, Clinical Leads and other SLT staff

To deal with initial complaints sensitively, avoiding escalation where possible.

To assist in the completion of requisitions as required and liaise with Supplies Department.

To be aware of and uphold an active approach to Health & Safety within the work place and across the Trust, in order to assist with the creation of a safe environment.

To be aware of and comply with the regulations concerning the Data Protection Act and observe standards of patient confidentiality.

To participate in the Trust’s Appraisal System

To work collaboratively with the Children’s SLT Secretary and other members of the SLT Service

Person specification

Application Form

Essential criteria

Good level of general education including GCSE English Language (at least Grade C or equivalent).
Excellent communication skills, written and verbal.
Knowledge of the Data Protection Act and the ability to maintain confidentiality at all times.
RSA II Typewriting/Word Processing or equivalent relevant experience
Excellent IT Skills (ECDL or equivalent experience) including the ability to use Microsoft Office (including Word, Excel, Power Point and Outlook).
Experience of working in an administrative role in a busy office environment

Desirable criteria

Previous NHS experience
Experience of using EMIS or similar electronic patient administration programme

Application Form and Interview

Essential criteria

Good level of general education including GCSE English Language (at least Grade C or equivalent).

Desirable criteria

NHS Experience
Knowledge of EMIS/Careflow

Applicants who have not been contacted within 4 weeks of the closing date are to assume that their application has been unsuccessful.

Applications from job seekers who require Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications where the post is eligible. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Candidates who require sponsorship are strongly advised to visit the UK Border Agency website and familiarise themselves with what is required. There is a facility on this site to access the points based calculator and work through an example which should assist candidates in their understanding of the process.