Job summary
Administration Assistant - Full-time - 37.5 hours per week - Maternity cover
We are looking to recruit a highly motivated and enthusiastic person with administration experience to join our team within the Paediatric Department at the Queen Elizabeth Hospital in Gateshead.
Main duties of the job
Open/action incoming post and action outgoing post (including scanning referrals to Central Booking)
Coordinating and tracking patient notes (requesting, tracking on filefast, notes transfer/return) or information, including between hospital providers.
General photocopying/scanning/filing/stationery/ uploading documents to Docstore and runner activities.
Arranging interpreters/transport etc in conjunction with the secretaries.
Cover reception and ward clerk roles during absence.
About us
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.
Job description
Job responsibilities
First point of contact for general department queries from staff, patients and others, responding or escalating as appropriate.
Resolves problems, eg locating notes, identifying whether documents need to be retained by referring to standard operating procedures and processes, following retention and access to information requirements as applicable and, escalating issues when necessary
Organises own workload and ensures prompt maintenance, tracking and transfer of patient notes.
Job description
Job responsibilities
First point of contact for general department queries from staff, patients and others, responding or escalating as appropriate.
Resolves problems, eg locating notes, identifying whether documents need to be retained by referring to standard operating procedures and processes, following retention and access to information requirements as applicable and, escalating issues when necessary
Organises own workload and ensures prompt maintenance, tracking and transfer of patient notes.
Person Specification
Experience
Essential
- Experience of working in secretarial or office environment
- Experienced in using Microsoft Office packages
Desirable
- Experience of working in NHS or healthcare environment
Skills
Essential
- Ability to work autonomously and also as part of a team, developing good working relationships with colleagues
- Knowledge of administrative systems and procedures.
- Be able to provide information to staff and patients when required.
Desirable
- Knowledge of Careflow system
Person Specification
Experience
Essential
- Experience of working in secretarial or office environment
- Experienced in using Microsoft Office packages
Desirable
- Experience of working in NHS or healthcare environment
Skills
Essential
- Ability to work autonomously and also as part of a team, developing good working relationships with colleagues
- Knowledge of administrative systems and procedures.
- Be able to provide information to staff and patients when required.
Desirable
- Knowledge of Careflow system
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
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 (Opens in a new tab).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
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 (Opens in a new tab).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
