Administration Assistant

NHS; Gateshead; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare organization in Gateshead is seeking an Administration Assistant to handle administrative tasks in the Paediatric Department. The role includes managing patient notes, providing support for department queries, and engaging in various clerical duties. Ideal candidates will have experience in a secretarial environment and be proficient in Microsoft Office. Join us for a fulfilling career in the NHS with a focus on care, innovation, and respect.

Benefits

Health and wellbeing support

Diverse staff networks

Qualifications

• Experience working in a secretarial or office environment.
• Experience in the NHS or a healthcare environment.

Responsibilities

• First point of contact for general department queries.
• Resolve problems related to patient notes.
• Organize own workload for patient note maintenance.

Skills

Ability to work autonomously

Team collaboration skills

Knowledge of administrative systems

Knowledge of Careflow system

Tools

Microsoft Office

Job description

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.

About us

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 acronymICORE; 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.

Job 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.

Experience

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

Skills

• 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.
• Knowledge of Careflow system

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.