Community Administration Assistant

NHS; Gateshead; On-site; GBP 20,000 - 30,000; Full time

Job summary

A healthcare provider in Gateshead is looking for an Administrative Support Officer to join the Bladder and Bowel Service. You will coordinate various administrative tasks including scheduling appointments, managing records, and handling sensitive patient inquiries. The ideal candidate should possess NVQ level 3 or equivalent in administration, along with strong IT and communication skills. This role offers an opportunity to work in a supportive environment with a focus on quality patient care.

Benefits

Supportive working environment

Health and wellbeing programs

Qualifications

• Education to NVQ level 3 or equivalent qualification / experience.
• Fast and accurate typing skills or equivalent experience.
• Proven ability to prioritize effectively.
• Knowledge and understanding of Data Protection Act 1998.

Responsibilities

• Provide comprehensive administrative service across a range of activities.
• Manage filing systems using IT.
• Handle sensitive information appropriately.
• Schedule clinics and room bookings.

Skills

Fast and accurate typing skills

Excellent presentation and communication skills

Customer care training

Ability to use Microsoft Office

Organisational and planning skills

Ability to work under pressure

Education

NVQ level 3 or equivalent

GCSE A-D/4-9 in English and Maths

Tools

Microsoft Word

Microsoft Excel

EMIS

Job description

An exciting opportunity has arisen to become part of Gateshead Health NHS Foundation Trusts' Bladder and Bowel Service. The successful candidate will be working alongside a small group of supportive, friendly nurses and a well established administration team.

The post holder will play a key role in co-ordination and planning and will be required to provide a comprehensive administrative service across a range of activities with focus on handling patients and their families telephone calls and using IT systems. They will work with minimal supervision, demonstrating the ability to use initiative, prioritising their own workload and communicating in an effective manner.

Main duties of the job

This post will provide administrative support to the whole team including:

To set up and maintain efficient and effective filing systems using a variety of IT systems

Ensure accurate and effective records are kept

To provide administrative support to the Adult and Children's Bladder and Bowel Nurses

To schedule clinics and room bookings

To handle confidential, sensitive or contentious information appropriately

Attend and arrange meetings, prepare agendas, take minutes and maintain action logs/spreadsheets/databases as required

To order office supplies and clinical supplies

Dealing sensitively with first line enquiries from patients with bladder or bowel dysfunction, relatives, carers, staff and external agencies

To resolve queries regarding the Home Delivery Service in a timely manner

To contribute to the administration of the Home Delivery Service to ensure patients receive the correct deliveries and avoid waste

To identify risks within the working area using initiative to take the necessary action e.g. Lifting and Handling

To observe standards of patient confidentiality.

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 responsibilities

Education to NVQ level 3 or equivalent qualification / experience

Measurable IT skills equivalent to a level 1 IT qualification

Fast and accurate typing skills / RSA II Typewriting / Word processing or equivalent experience

Customer Care training or experience

Ability to use Microsoft Office (including Word, Excel, Power Point and Outlook).

Experience of minute taking and electronic diary management.

Ability to demonstrate good organisational and planning skills

Proven ability to use own initiative and prioritise effectively

Ability to manage multiple tasks and manage a busy workload meeting strict deadlines, working under pressure.

Willingness to update knowledge and skills as part of continuous personal development plan

Ability to work flexibly and to be adaptable to the changing needs of the service

Knowledge and experience of secretarial and administrative procedures and systems

Knowledge and understanding of Data Protection Act 1998

Excellent presentation and communication skills, written and verbal.

Ability to communicate effectively with all levels of the organisation and external agencies.

To deal with enquiries efficiently and promptly, assessing priority and relaying information to appropriate individuals

Ability to introduce and implement office systems.

Broad and extensive experience of working in an administrative role in a demanding office environment

Ability to work independently and use own initiative

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

Person Specification

Qualification

• NVQ level 3 or equivalent in administration
• GCSE A-D/4-9 in English and Maths
• Customer care training

Experience

• In-depth experience of using different IT systems e.g. microsoft word, excel etc
• Experience of using EMIS

Skills

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.