Urgent Care Administrator Assistant

Gloucestershire Health and Care NHS Foundation Trust; Gloucester; On-site; GBP 8,000 - 12,000; Part time

Job summary

Gloucestershire Health and Care NHS Foundation Trust is seeking an Administrative Assistant to join the Urgent Care Directorate on a permanent fixed-term basis for 6 months, working 20 hours per week. You will provide a range of administrative support, manage workloads, and act as a first point of contact for the team.

The role requires organised, reliable candidates who can communicate clearly, maintain accurate records, and work well both independently and within a busy team environment.

Qualifications

• Good organisational and time-management skills.
• The ability to prioritise work and meet deadlines.
• Excellent communication and interpersonal skills.
• Professional, approachable and helpful when dealing with enquiries.
• Able to work independently and under instruction.
• Good attention to detail and a commitment to maintaining accurate records.
• Keyboard skills at standard level; confident using Microsoft Office (Word, Excel, Outlook).
• Ability to learn and use electronic systems effectively.

Responsibilities

• Providing effective administrative support as directed by the Urgent Care Admin Lead.
• Managing workload effectively and ensuring deadlines are met.
• Acting as a first point of contact for the team and responding to enquiries.
• Communicating information clearly to staff and stakeholders.
• Liaising with the Bank Office to arrange staffing cover.
• Maintaining accurate information on the centralised E-Rostering system.
• Ordering and maintaining general office supplies.
• Preparing, photocopying and processing documents, emails, minutes and other information.

Job description

Join Our Urgent Care Administrative Team

This role is offered on a permanent fixed term basis for 6 months. The hours are part-time, 20 hours per week.

We are looking for an organised, reliable and enthusiastic Administrative Assistant to join our busy Urgent Care Directorate.

This is an excellent opportunity for someone who enjoys working in a fast-paced environment, has a positive and helpful approach, and takes pride in providing an efficient and professional administrative service. You will work closely with the Urgent Care Admin Lead and wider clinical and administrative teams, helping to ensure the smooth day-to-day running of our services.

About the role

You will provide a range of administrative support across the Urgent Care Directorate, including:

• Providing effective administrative support as directed by the Urgent Care Admin Lead.
• Managing your workload effectively and ensuring agreed deadlines are met.
• Acting as a first point of contact for the team, responding to enquiries in a friendly, professional and helpful manner.
• Communicating information clearly to staff and stakeholders and directing enquiries to the appropriate person or team when required.
• Liaising with the Bank Office to arrange staffing cover for services as required.
• Maintaining accurate information on the centralised E-Rostering system, including shift changes, additional hours worked, daytime training, sickness and annual leave.
• Ordering and maintaining general office supplies.
• Preparing, photocopying and processing documents, correspondence, emails, minutes and other administrative information as required.
• The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

• 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
• 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
• 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

We are looking for someone who is well organised, dependable and able to manage their own workload, while also being comfortable working as part of a busy team.

You will need:

• Good organisational and time-management skills.
• The ability to prioritise work and meet deadlines.
• Excellent communication and interpersonal skills.
• A professional, approachable and helpful manner when dealing with enquiries.
• The ability to work both independently and under instruction.
• Good attention to detail and a commitment to maintaining accurate records.
• A standard level of keyboard skills.
• Confidence and competence using Microsoft Office, including Word, Excel and Outlook.
• The ability to learn and use electronic systems effectively.

Previous experience of working in an administrative or healthcare environment would be beneficial, but we are particularly interested in candidates who can demonstrate a positive attitude, good organisational skills, reliability and a willingness to learn.