Job overview

Administration Assistant  - Full-time - 37.5 hours per week  (Monday to Friday 9pm-5pm)

We are looking to recruit a confident, enthusiastic and organised Administrative Assistant to join our busy clinical team.

This is a varied role providing essential administrative support to ensure the smooth running of the service. The successful candidate will be someone who is proactive, able to use their own initiative and confident in managing a varied workload within a busy environment.

You will need to be able to work independently, prioritise tasks effectively and adapt to changing demands, whilst maintaining a high level of accuracy and attention to detail. You will work closely with clinical and administrative colleagues to support the delivery of high-quality patient care.

This role would suit someone with strong administrative skills who enjoys working as part of a team and is committed to providing an efficient and professional service to patients, relatives and colleagues.

Main duties of the job

The successful post holder will provide administrative support to the department and undertake a range of duties including:

• Opening, processing and actioning incoming post and preparing outgoing post, including scanning referrals to Central Booking.
• Coordinating and tracking patient notes, including requesting notes, updating Filefast records and managing the transfer and return of notes between hospital providers.
• Undertaking general administrative duties including photocopying, scanning, filing, ordering stationery, uploading documents to Docstore and completing runner activities when required.
• Arranging interpreters, transport and other support services in conjunction with medical secretaries.
• Providing reception and ward clerk cover during periods of absence to support continuity of service.
• Using Trust systems, including Careflow and Microsoft Office packages, to support effective administration and maintain accurate records.
• Working independently, using initiative to prioritise workload and respond to changing service demands.
• Identifying and resolving routine administrative issues, escalating more complex matters appropriately.
• Maintaining confidentiality at all times and ensuring patient information is handled securely in line with Trust policies and procedures.
• Working flexibly across the department to support colleagues and ensure effective service delivery.

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.