Job vacancy: Administrator, Gateshead Health NHS Foundation Trust, Gateshead

Job summary

Main area: Nursing and Midwifery
Grade: NHS AfC: Band 3
Contract: Permanent
Hours: Full time - 37.5 hours per week (Compressed hours)
Job ref: 297-7631833

Employer: Gateshead Health NHS Foundation Trust
Employer type: NHS
Site: Nursing and Quality - Trust HQ
Town: Gateshead
Salary: £24,937 - £26,598 per annum
Salary period: Yearly
Closing: 29/12/2025 23:59

Administrator

NHS AfC: Band 3

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

Provide administrative and PA support to the Deputy Chief Nurse, including diary management, scheduling, meeting coordination and handling routine communications.
Prepare and circulate agendas, supporting papers and minutes for meetings across the Nursing Directorate and agreed corporate groups, ensuring actions are captured and followed up.
Support the organisation and delivery of directorate meetings, workshops and briefings, including room bookings, calendar invites, preparation of materials and coordination of attendees.
Maintain accurate and organised filing systems, action logs and shared folders to support governance, assurance and nursing leadership activity.
Manage incoming enquiries by phone and email, using judgement to respond, redirect or escalate as appropriate.
Assist in the preparation of reports, presentations and documents, ensuring information is accurate, well-presented and shared within required timescales.
Provide administrative support for routine processes such as data collection, collation of returns, distribution of information and maintenance of contact lists.
Support the coordination of directorate priorities, helping track deadlines, monitor progress and ensure the timely flow of information.
Liaise with colleagues across the Trust to support effective communication and ensure administrative tasks are completed smoothly.
Provide flexible administrative support to the wider senior nursing leadership team when required, including support during periods of leave or increased workload.
Uphold confidentiality at all times and ensure information is managed in line with Trust policies and governance requirements.

Person specification

Qualifications & Training

Essential criteria

ECDL or equivalent IT qualification
NVQ Level 3 in Administration (or equivalent experience)
Typing Qualification or equivalent advanced keyboard use

Experience

Essential criteria

Experience of working in a busy office environment
Previous experience of delivering a high quality, customer focussed service
Experience of formal minute taking, or proven ability to record complex and voluminous information accurately
Extensive experience using Microsoft Office packages (word/excel/databases)
Experience of multiple electronic diary management

Desirable criteria

Experience of working in a HR or Workforce function

Skills and Abilities

Essential criteria

Excellent interpersonal and communication skills (verbal and written) including a positive telephone manner and ability to communicate at all levels with a professional and courteous manner using tact and diplomacy
IT skills – work processing, email, internet, PowerPoint
Problem solving skills
Ability to develop strong working relationships quickly
Excellent organisational and prioritising skills, including the ability to manage a high workload and work under pressure
Ability to work confidently on own initiative, as well as effectively within a team
Attention to detail and accuracy of input
Able to multi-task and deal with constant interruptions
Awareness of confidentiality when dealing with staff information

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.