Administrative Assistant

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Gateshead Health NHS Foundation Trust Administrative Assistant

The closing date is 10 November 2026

Apply for this job

Job summary

To provide efficient administrative and clerical support to Therapy Services. to be based at the Queen Elizabeth Hospital

To provide an efficient and friendly service to patients, visitors and colleagues, handling enquiries promptly.

Main duties of the job

• Booking of new and fu appointments on Careflow.
• Completing outcomes of clinics and proceduring coding.
• Adding of Referral
• Answering Telephone calls for services.
• Dealing with Outlook/Emails.
• Scanning and discharging of records
• Excellent communication skills, written and verbal.
• Knowledge of the Data Protection Act and the ability to maintain confidentiality at all times.
• Ability to communicate effectively with Service users, all levels of the organisation and external agencies.
• The ability to handle queries/enquiries efficiently and professionally.
• Excellent telephone manner.
• Ability to demonstrate a sensitive and professional approach to all service users.
• Ability to work flexibly and to be adaptable to the changing needs of the Service.
• Experience of working in an administrative role in a busy office environment.
• Ability to work independently and use own initiative.
• Ability to work to tight deadlines and prioritise effectively.
• Ability to work alone and also as part of a team, developing good working relationships with colleagues.
• Ability to identify and contribute to personal development.
• Ability to make changes to own working practices and offer suggestions for improving administrative and clerical systems.

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.

Details

Date posted

27 October 2026

Pay scheme

Agenda for change

Band

Band 2

Salary

£25,272 a year per annum

Contract

Permanent

Working pattern

Part-time

Reference number

297-8342997

Job locations

Queen Elizabeth Hospital

Sheriff Hill

Gateshead

NE9 6SX

United Kingdom

Job description

Job responsibilities

To provide effective administrative and clerical support to the Therapy Service including:

• Receiving and dealing with telephone calls from a variety of sources.
• Dealing with general and confidential correspondence.
• Photocopying, scanning.
• Assist in maintaining filing using both electronic and paper systems.
• Extensive use of Careflow electronic patient administration syste

• To deal with enquiries efficiently and promptly, assessing priority, passing information onto appropriate parties/taking appropriate action.
• To handle confidential, sensitive or contentious information appropriately, liaising with Manager/staff/other Departments where necessary.
• To deal with initial complaints sensitively, avoiding escalation where possible.
• To be aware of and uphold an active approach to Health & Safety within the work place and across the Trust, in order to assist with the creation of a safe environment.
• To be aware of and comply with the regulations concerning the Data Protection Act and observe standards of patient confidentiality.
• To participate in the Trusts Appraisal System.
• To work collaboratively with all therapy Teams.

Job description

Job responsibilities

To provide effective administrative and clerical support to the Therapy Service including:

• Receiving and dealing with telephone calls from a variety of sources.
• Dealing with general and confidential correspondence.
• Photocopying, scanning.
• Assist in maintaining filing using both electronic and paper systems.
• Extensive use of Careflow electronic patient administration syste

• To deal with enquiries efficiently and promptly, assessing priority, passing information onto appropriate parties/taking appropriate action.
• To handle confidential, sensitive or contentious information appropriately, liaising with Manager/staff/other Departments where necessary.
• To deal with initial complaints sensitively, avoiding escalation where possible.
• To be aware of and uphold an active approach to Health & Safety within the work place and across the Trust, in order to assist with the creation of a safe environment.
• To be aware of and comply with the regulations concerning the Data Protection Act and observe standards of patient confidentiality.
• To participate in the Trusts Appraisal System.
• To work collaboratively with all therapy Teams.

Person Specification

Application Form

Essential

• Good level of general education including GCSE English Language (at least Grade C or equivalent).
• Excellent communication skills, written and verbal.
• Knowledge of the Data Protection Act and the ability to maintain confidentiality at all times.
• Excellent IT Skills (ECDL or equivalent experience) including the ability to use Microsoft Office (including Word, Excel, Power Point and Outlook).
• Experience of working in an administrative role in a busy office environment

Desirable

• Previous NHS experience
• Experience of using EMIS or similar electronic patient administration programme

Application Form and Interview

Essential

• Good level of general education including GCSE English Language (at least Grade C or equivalent).

Desirable

• NHS Experience
• Knowledge of EMIS/Careflow

Person Specification

Application Form

Essential

• Good level of general education including GCSE English Language (at least Grade C or equivalent).
• Excellent communication skills, written and verbal.
• Knowledge of the Data Protection Act and the ability to maintain confidentiality at all times.
• Excellent IT Skills (ECDL or equivalent experience) including the ability to use Microsoft Office (including Word, Excel, Power Point and Outlook).
• Experience of working in an administrative role in a busy office environment

Desirable

• Previous NHS experience
• Experience of using EMIS or similar electronic patient administration programme

Application Form and Interview

Essential

• Good level of general education including GCSE English Language (at least Grade C or equivalent).

Desirable

• NHS Experience
• Knowledge of EMIS/Careflow

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.

Certificate of Sponsorship

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Gateshead Health NHS Foundation Trust

Address

Queen Elizabeth Hospital

Sheriff Hill

Gateshead

NE9 6SX

United Kingdom

Employer's website

https://www.qegateshead.nhs.uk (Opens in a new tab)

Employer details

Employer name

Gateshead Health NHS Foundation Trust

Address

Queen Elizabeth Hospital

Sheriff Hill

Gateshead

NE9 6SX

United Kingdom

Employer's website

https://www.qegateshead.nhs.uk (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Admin Manager

Sharon Makepeace

[email protected]

01914452743

Details

Date posted

27 October 2026

Pay scheme

Agenda for change

Band

Band 2

Salary

£25,272 a year per annum

Contract

Permanent

Working pattern

Part-time

Reference number

297-8342997

Job locations

Queen Elizabeth Hospital

Sheriff Hill

Gateshead

NE9 6SX

United Kingdom

Supporting documents

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