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Job summary

Main area
Paediatrics
Grade
NHS AfC: Band 2
Contract
Fixed term: 9 months (Maternity cover)
Hours
Full time - 37.5 hours per week (Monday - Friday 09:00am - 17:00pm)
Job ref
297-7542304
Employer
Gateshead Health NHS Foundation Trust
Employer type
NHS
Site
Gateshead Health NHS Foundation Trust
Town
Gateshead
Salary
£24,465 pa
Salary period
Yearly
Closing
03/12/2025 23:59

Employer heading

Gateshead Health NHS Foundation Trust logo

Administration 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.

 

Job overview

Administration Assistant  - Full-time - 37.5 hours per week – Maternity cover

We are looking to recruit a highly motivated and enthusiastic person with administration experience to join our team within the Paediatric Department at the Queen Elizabeth Hospital in Gateshead. 

Main duties of the job

Open/action incoming post and action outgoing post (including scanning referrals to Central Booking)

Coordinating and tracking patient notes (requesting, tracking on filefast, notes transfer/return) or information, including between hospital providers.

 General photocopying/scanning/filing/stationery/ uploading documents to Docstore and runner activities.

Arranging interpreters/transport etc in conjunction with the secretaries.

Cover reception and ward clerk roles during absence.

Working for our organisation

Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.

Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.

We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.

Our values should be the ‘golden thread’ which runs through everything we do – they are the core of who we are. Our five values can easily be remembered by the simple acronym ICORE; Innovation, Care, Openness, Respect, Engagement.

We have a number of staff networks including the Global Ethnic Majority (GEM) network, D-Ability network, LGBTQ+ Network and the Women’s Network, to challenge us and help us to constantly improve. Our Armed Forces network is one of our emerging networks.

The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our ‘Balance’ programme balancegateshead.com to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us. 

Detailed job description and main responsibilities

First point of contact for general department queries from staff, patients and others, responding or escalating as appropriate.

Resolves problems, eg locating notes, identifying whether documents need to be retained by referring to standard operating procedures and processes, following retention and access to information requirements as applicable and, escalating issues when necessary

Organises own workload and ensures prompt maintenance, tracking and transfer of patient notes.

Person specification

Experience

Essential criteria
  • Experience of working in secretarial or office environment
  • Experienced in using Microsoft Office packages
Desirable criteria
  • Experience of working in NHS or healthcare environment

Skills

Essential criteria
  • Ability to work autonomously and also as part of a team, developing good working relationships with colleagues
  • Knowledge of administrative systems and procedures.
  • Be able to provide information to staff and patients when required.
Desirable criteria
  • Knowledge of Careflow system

Employer certification / accreditation badges

Veteran AwareApprenticeships logoNo smoking policyAge positiveCare quality commission - GoodDisability confident employerStonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.Better Health at Work Award

Applicant requirements

You must have appropriate UK professional registration.

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Leona Parkinson
Job title
Admin manager
Email address
[email protected]
Telephone number
0191 445 3428
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