Administration Assistant - Paediatrics

Gateshead Health NHS Foundation Trust; Gateshead; On-site; GBP 21,000 - 25,000; Full time

Job summary

Gateshead Health NHS Foundation Trust is seeking an Administrative Assistant to join our busy clinical team in Gateshead. The role provides essential administrative support across the department, handling post, notes, and general office tasks in a busy hospital environment.

The successful candidate will be proactive, able to prioritise a varied workload, maintain accuracy, and work independently while collaborating with clinical and administrative colleagues to ensure high-quality patient care.

Qualifications

• Proactive and able to use own initiative to manage a varied workload.
• Ability to prioritise tasks effectively in a busy environment.
• Maintain confidentiality and handle patient information securely.
• Work well both independently and as part of a team.

Responsibilities

• Opening, processing and actioning incoming post and preparing outgoing post.
• Coordinating and tracking patient notes and arranging transfers as needed.
• General admin duties: photocopying, scanning, filing, stationery orders.
• Arranging interpreters, transport and other support with medical secretaries.
• Providing reception and ward clerk cover during periods of absence.
• Using Trust systems including Careflow and Microsoft Office to maintain records.
• Working independently and prioritising workload amid changing demands.
• Maintaining confidentiality and securing patient information at all times.
• Collaborating with clinical and admin colleagues to ensure service delivery.

Skills

Administrative skills

Tools

Careflow

Microsoft Office

Job description

The successful postholder will provideadministrative supportto the departmentand undertake arange of dutiesincluding:

• Opening, processing andactioning incoming postand preparing outgoingpost, including scanningreferrals to CentralBooking.
• Coordinating and trackingpatient notes, includingrequesting notes, updatingFilefast records andmanagingthe transfer andreturn of notesbetween hospital providers.
• Undertaking general administrativeduties including photocopying, scanning, filing, orderingstationery, uploading documentsto Docstore andcompleting runner activitieswhen required.
• Arranging interpreters,transport and othersupport services inconjunction with medicalsecretaries.
• Providing reception andward clerk coverduring periods ofabsence to supportcontinuity of service.
• Using Trust systems, including Careflow andMicrosoft Office packages, to support effectiveadministration and maintainaccurate records.
• Working independently, usinginitiative to prioritiseworkload andrespondto changing servicedemands.
• Identifying and resolvingroutine administrativeissues, escalating morecomplex matters appropriately.
• Maintaining confidentialityat all timesand ensuring patientinformation is handledsecurely in linewith Trust policiesand procedures.
• Working flexibly across the department to support colleagues and ensure effective service delivery.
  We are lookingto recruit aconfident, enthusiasticand organised AdministrativeAssistant to joinour busy clinicalteam.

This is avaried role providingessential administrativesupport to ensurethe smooth runningof the service. The successful candidatewill be someonewho is proactive, able to usetheir own initiativeand confident inmanaging a variedworkload within abusy environment. You will needto be ableto work independently, prioritise tasks effectivelyand adaptto changing demands, whilstmaintaining a highlevel of accuracyand attention todetail. You willwork closely with clinical and administrativecolleagues to support the delivery of high-quality patientcare. 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.

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.