Administrative Assistant

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

Job summary

A healthcare organization in Gateshead is seeking an organized Administrative Assistant to provide vital support to the Deputy Chief Nurse. Responsibilities include managing diaries, coordinating meetings, and maintaining communication across the nursing team. Ideal candidates are proactive, detail-oriented, and able to handle competing priorities. Join a supportive team committed to patient safety and quality care in a friendly environment. Apply now to make a difference in healthcare delivery.

Benefits

Support for personal development

Health and wellbeing initiatives

Dynamic working environment

Qualifications

• Experience in administrative roles is preferred.
• Ability to support senior staff effectively.
• Proactive and able to balance competing priorities.

Responsibilities

• Provide administrative support to the Deputy Chief Nurse.
• Manage diary, meetings, and routine correspondence.
• Maintain organised filing and tracking systems.
• Respond to telephone and email enquiries.

Skills

Organizational skills

Communication skills

Attention to detail

Ability to work under pressure

Job description

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. We are looking for an organised and confident Administrative Assistant to join the Nursing Directorate. This role provides day‑to‑day administrative and PA support to the Deputy Chief Nurse and helps ensure the smooth running of key governance and leadership functions across the directorate.

You will manage a busy and varied workload, including diary support, coordinating meetings, preparing papers, taking minutes, handling queries, and supporting the flow of information across the team. You will also provide general administrative support to wider nursing functions and selected corporate meetings.

The role suits someone who is proactive, calm under pressure and able to work with senior staff in a professional and approachable way. Strong communication skills, attention to detail and good organisation are essential.

If you enjoy working in a friendly team, can balance competing priorities and want to play a key part in supporting the quality and safety agenda within the Trust, we would be pleased to hear from you.

Responsibilities

• Provide day‑to‑day administrative and PA support to the Deputy Chief Nurse, including diary management, meeting coordination and handling routine correspondence.
• Prepare agendas, papers and minutes for meetings within the Nursing Directorate and selected corporate groups.
• Support the smooth flow of information across the directorate, ensuring documents are prepared, shared and filed in a timely and accurate way.
• Manage and respond to telephone and email enquiries, directing queries appropriately and maintaining professional communication at all times.
• Maintain accurate records, action logs and tracking systems to support governance and assurance processes.
• Assist with arranging appointments, training sessions, events and visits as required.
• Provide general administrative support to the wider nursing leadership team, including photocopying, formatting documents, organising folders and updating shared systems.
• Support the coordination of directorate priorities, helping ensure deadlines are met and actions are followed up.
• Work closely with colleagues across the Trust to maintain effective working relationships and support the delivery of safe, high‑quality services.

Additional 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 elevate 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.

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.

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.

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.

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.