Administrative Assistant

Gateshead Health NHS Foundation Trust; Gateshead; On-site; GBP 21,000 - 24,000; Full time

Job summary

Gateshead Health NHS Foundation Trust is seeking an administrative assistant to support Therapy Services at Bensham Hospital. You will handle appointments, clinic outcomes, and correspondence while ensuring confidentiality and high standards of service.

The role requires NHS experience or familiarity with EMIS/Careflow and strong IT skills. The post emphasises teamwork, accuracy, and meeting tight deadlines in a busy hospital setting.

Qualifications

• GCSE English Language at least grade C or equivalent.
• Excellent communication skills, written and verbal.
• Knowledge of the Data Protection Act and the ability to maintain confidentiality at all times.
• Excellent IT Skills including Word, Excel, PowerPoint and Outlook.
• Experience of working in an administrative role in a busy office environment.
• NHS experience
• Experience of using EMIS or similar electronic patient administration programme

Responsibilities

• Booking of appointments on EMIS and Careflow.
• Completing outcomes of clinics.
• Completing tasks from EMIS.
• Answering telephone calls for services.
• Dealing with Outlook/Emails.
• Excellent telephone manner.

Skills

Communication skills

Data protection knowledge

IT literacy

Education

GCSE English Language (Grade C) or equivalent

Tools

EMIS

Careflow

Microsoft Office

Outlook

Word

Excel

Job description

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 NOTEit 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

To provide efficient administrative and clerical support to Therapy Services. to be based at Bensham Hospital.

To provide an efficient and friendly service to patients, visitors and colleagues, handling enquiries promptly.

Main duties of the job

Booking of appointments on EMIS and Careflow.

Completing outcomes of clinics.

Completing tasks from EMIS.

Answering Telephone calls for services.

Dealing with Outlook/Emails.

Excellent communication skills, written and verbal.

Knowledge of the Data Protection Act and the ability to maintain confidentiality at all times.

Ability to communicate effective with Service users, all levels of the organisation and external agencies.

The ability to handle queries/enquiries efficiently and professionally.

Excellent telephone manner.

Ability to demonstrate a sensitive and professional approach to all service users.

Ability to work flexibly and to be adaptable to the changing needs of the Service.

Experience of working in an administrative role in a busy office environment.

Ability to work independently and use own initiative.

Ability to work to tight deadlines and prioritise effectively.

Ability to work alone and also as part of a team, developing good working relationships with colleagues.

A bility to identify and contribute to personal development.

Ability to make changes to own working practices and offer suggestions for improving administrative and clerical systems.

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.

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

To provide effective administrative and clerical support to the Therapy Service including:

• Receiving and dealing with telephone calls from a variety of sources.
• Dealing with general and confidential correspondence.
• Photocopying, scanning.
• Assist in maintaining filing using both electronic and paper systems.
• Extensive use of EMIS/Careflow electronic patient administration system.

To deal with enquiries efficiently and promptly, assessing priority, passing information onto appropriate parties/taking appropriate action.

To handle confidential, sensitive or contentious information appropriately, liaising with Manager/staff/other Departments where necessary.

To deal with initial complaints sensitively, avoiding escalation where possible.

To be aware of and uphold an active approach to Health & Safety within the work place and across the Trust, in order to assist with the creation of a safe environment.

To be aware of and comply with the regulations concerning the Data Protection Act and observe standards of patient confidentiality.

To participate in the Trust's Appraisal System.

To work collaboratively with all therapy Teams.

Application Form

• Good level of general education including GCSE English Language (at least Grade C or equivalent).
• Excellent communication skills, written and verbal.
• Knowledge of the Data Protection Act and the ability to maintain confidentiality at all times.
• Excellent IT Skills (ECDL or equivalent experience) including the ability to use Microsoft Office (including Word, Excel, Power Point and Outlook).
• Experience of working in an administrative role in a busy office environment
• Previous NHS experience
• Experience of using EMIS or similar electronic patient administration programme

Application Form and Interview

• Good level of general education including GCSE English Language (at least Grade C or equivalent).
• NHS Experience
• Knowledge of EMIS/Careflow

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 (Opens in a new tab) .

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.

Employer certification / accreditation badges

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.