Administration Assistant – Paediatrics
NHS AfC: Band 2
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 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.
Job overview
Administration Assistant – Full-time – 37.5 hours per week (Monday to Friday 9pm-5pm)
We are looking to recruit a confident, enthusiastic and organised Administrative Assistant to join our busy clinical team.
This is a varied role providing essential administrative support to ensure the smooth running of the service. The successful candidate will be someone who is proactive, able to use their own initiative and confident in managing a varied workload within a busy environment.
You will need to be able to work independently, prioritise tasks effectively and adapt to changing demands, whilst maintaining a high level of accuracy and attention to detail. You will work closely with clinical and administrative colleagues to support the delivery of high-quality patient care.
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.
Main duties of the job
The successful post holder will provide administrative support to the department and undertake a range of duties including:
- Opening, processing and actioning incoming post and preparing outgoing post, including scanning referrals to Central Booking.
- Coordinating and tracking patient notes, including requesting notes, updating Filefast records and managing the transfer and return of notes between hospital providers.
- Undertaking general administrative duties including photocopying, scanning, filing, ordering stationery, uploading documents to Docstore and completing runner activities when required.
- Arranging interpreters, transport and other support services in conjunction with medical secretaries.
- Providing reception and ward clerk cover during periods of absence to support continuity of service.
- Using Trust systems, including Careflow and Microsoft Office packages, to support effective administration and maintain accurate records.
- Working independently, using initiative to prioritise workload and respond to changing service demands.
- Identifying and resolving routine administrative issues, escalating more complex matters appropriately.
- Maintaining confidentiality at all times and ensuring patient information is handled securely in line with Trust policies and procedures.
- Working flexibly across the department to support colleagues and ensure effective service delivery.
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.
Detailed job description and main responsibilities
The post holder will provide a comprehensive administrative service to support the effective running of the department and will act as a key point of contact for staff, patients and other service users.
Key responsibilities include:
- Acting as the first point of contact for general department queries from staff, patients and others, responding appropriately or escalating queries where required.
- Assisting with telephone enquiries, ensuring information is recorded accurately and queries are dealt with in a professional and timely manner.
- Organising and prioritising own workload to ensure tasks are completed within required timescales.
- Maintaining, tracking and transferring patient notes efficiently, resolving routine issues such as locating notes and ensuring documentation is managed appropriately.
- Identifying whether documents require retention by referring to standard operating procedures and processes, following retention and access to information requirements as applicable.
- Escalating issues when necessary and seeking advice where appropriate.
- Maintaining accurate records and ensuring all patient information is handled confidentially and securely.
- Supporting administrative processes including correspondence, scanning, filing, document management and other duties required to maintain an effective service.
- Working flexibly across the department and providing support during periods of absence.
The post holder will be expected to demonstrate a proactive approach, use initiative and work effectively as part of a team within a busy clinical environment.
Recruitment process:
Shortlisted candidates will be required to attend an in-person interview. Online interviews are not available for this role.
As part of the assessment process, candidates will be required to complete a short written assessment to assess spelling, punctuation and grammar skills. This reflects the requirements of the role, including preparing correspondence, maintaining accurate records and communicating effectively with patients, relatives and colleagues.
Person specification
Experience
Essential criteria
- Experience of dealing with telephone enquiries and communicating with a range of people (evidenced in application)
- At least one year’s experience of working in a busy office environment (evidenced within the application)
- At least one year’s experience of dealing with confidential information and maintaining confidentiality (Evidenced in application)
- At least one year’s experience of maintaining accurate records and attention to detail (as evidenced in application)
Desirable criteria
- Knowledge of using Careflow
- Experienced in using Microsoft Office packages to produce documents, spreadsheets and maintain records (evidenced within the application)
Qualifications
Essential criteria
- English Language (GCSE) – at least Grade C or above OR Functional Skills level 2
- Maths (GCSE) – at least Grade C or above or Functional Skills Level 2
Desirable criteria
- NVQ 2 Certificate in Business Administration
Grammar Test
Essential criteria
- Grammar Test