Job summary
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.
Main duties of the job
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Provide day-to-day administrative and PA support to the Deputy Chief Nurse, including diary management, meeting coordination and handling routine correspondence.
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Prepare agendas, papers and minutes for meetings within the Nursing Directorate and selected corporate groups.
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Support the smooth flow of information across the directorate, ensuring documents are prepared, shared and filed in a timely and accurate way.
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Manage and respond to telephone and email enquiries, directing queries appropriately and maintaining professional communication at all times.
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Maintain accurate records, action logs and tracking systems to support governance and assurance processes.
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Assist with arranging appointments, training sessions, events and visits as required.
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Provide general administrative support to the wider nursing leadership team, including photocopying, formatting documents, organising folders and updating shared systems.
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Support the coordination of directorate priorities, helping ensure deadlines are met and actions are followed up.
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Work closely with colleagues across the Trust to maintain effective working relationships and support the delivery of safe, high-quality services.
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
-
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.
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Support the organisation and delivery of directorate meetings, workshops and briefings, including room bookings, calendar invites, preparation of materials and coordination of attendees.
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Maintain accurate and organised filing systems, action logs and shared folders to support governance, assurance and nursing leadership activity.
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Manage incoming enquiries by phone and email, using judgement to respond, redirect or escalate as appropriate.
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Assist in the preparation of reports, presentations and documents, ensuring information is accurate, well-presented and shared within required timescales.
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Provide administrative support for routine processes such as data collection, collation of returns, distribution of information and maintenance of contact lists.
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Support the coordination of directorate priorities, helping track deadlines, monitor progress and ensure the timely flow of information.
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Liaise with colleagues across the Trust to support effective communication and ensure administrative tasks are completed smoothly.
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Provide flexible administrative support to the wider senior nursing leadership team when required, including support during periods of leave or increased workload.
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Uphold confidentiality at all times and ensure information is managed in line with Trust policies and governance requirements.
Job description
Job 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 escalate 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.
Person Specification
Qualifications & Training
Essential
- ECDL or equivalent IT qualification
- NVQ Level 3 in Administration (or equivalent experience)
- Typing Qualification or equivalent advanced keyboard use
Experience
Essential
- Experience of working in a busy office environment
- Previous experience of delivering a high quality, customer focussed service
- Experience of formal minute taking, or proven ability to record complex and voluminous information accurately
- Extensive experience using Microsoft Office packages (word/excel/databases)
- Experience of multiple electronic diary management
Desirable
- Experience of working in a HR or Workforce function
Skills and Abilities
Essential
- Excellent interpersonal and communication skills (verbal and written) including a positive telephone manner and ability to communicate at all levels with a professional and courteous manner using tact and diplomacy
- IT skills - work processing, email, internet, PowerPoint
- Problem solving skills
- Ability to develop strong working relationships quickly
- Excellent organisational and prioritising skills, including the ability to manage a high workload and work under pressure
- Ability to work confidently on own initiative, as well as effectively within a team
- Attention to detail and accuracy of input
- Able to multi-task and deal with constant interruptions
- Awareness of confidentiality when dealing with staff information
Person Specification
Qualifications & Training
Essential
- ECDL or equivalent IT qualification
- NVQ Level 3 in Administration (or equivalent experience)
- Typing Qualification or equivalent advanced keyboard use
Experience
Essential
- Experience of working in a busy office environment
- Previous experience of delivering a high quality, customer focussed service
- Experience of formal minute taking, or proven ability to record complex and voluminous information accurately
- Extensive experience using Microsoft Office packages (word/excel/databases)
- Experience of multiple electronic diary management
Desirable
- Experience of working in a HR or Workforce function
Skills and Abilities
Essential
- Excellent interpersonal and communication skills (verbal and written) including a positive telephone manner and ability to communicate at all levels with a professional and courteous manner using tact and diplomacy
- IT skills - work processing, email, internet, PowerPoint
- Problem solving skills
- Ability to develop strong working relationships quickly
- Excellent organisational and prioritising skills, including the ability to manage a high workload and work under pressure
- Ability to work confidently on own initiative, as well as effectively within a team
- Attention to detail and accuracy of input
- Able to multi-task and deal with constant interruptions
- Awareness of confidentiality when dealing with staff 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).
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).
