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Administration Assistant

The Newcastle upon Tyne Hospitals NHS Foundation Trust317 02 Royal Victoria Infirmary

30+ days ago

Job type

Temporary

Job description

Job summary

An opportunity for Maternity Cover has arisen in the Antenatal Admin team - we welcome applications from candidates interested in working independently to support our Community Team, in addition to performing reception and admin duties and supporting the Office Manager with Supervisory duties.

This is a fantastic opportunity to allow the successful candidate to gain a variety of skills and experience in a junior supervisor capacity - therefore candidates should display a degree of leadership experience or ability / willingness to work within and supervise a team appropriately, recognising professional boundaries.

All necessary training will be on the job shadowing within the Directorate in addition to generic sessions held by the Trust. Unfortunately we are unable to offer the role as a job share.

Shifts to be agreed, within standard office opening hours - Monday to Friday 8-5

Interview Date : 14 January 2025
22 hours 30 minutes / week
You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy

NO AGENCIES PLEASE

Main duties of the job

In this role you can expect to act as a point of contact for the department in support to the Office Manager by managing timesheets, appraisals and probations for junior staff - in addition to providing advice to the Midwifery team when needed, in relation to our electronic Maternity sytems.

Candidates should display excellent time management, prioritisation and organisational skills as this office experiences peaks and troughs of high demand.

About us

Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites :

o Freeman Hospital

o Royal Victoria Infirmary (RVI)

o Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)

o Newcastle Dental Hospital

o Newcastle Fertility Centre

o Northern Centre for Cancer Care, North Cumbria

o Northern Genetics Service

o Cramlington Manor Walks

These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.

We also have offices at Regent Point in Gosforth and community sites.

Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.

For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit : Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust

Job description

Job responsibilities

To support the Antenatal Services team

To train and supervise junior staff.

Provide a high quality, efficient and timely secretarial and administrative service

Along with the other members of the administration team, balance competing demands to ensure the smooth running and functioning of the administration office to provide general administration support to the multi-disciplinary team.

Responsible for ensuring upkeep of all electronic / paper documentation

Support and train Midwifes with electronic bookings when applicable

Responsible for booking scan appointment and all low / high risk appointments

Responsible for generating booking appointments and the checking in and out of all electronic bookings

Continuously looking at ways of improving work flows to ensure the Antenatal team are working effectively and efficiently in accordance with Trust Guidelines

Perform duties on the daily staffing rota

Supporting the Antenatal admin team in the absence of the Office Manager

Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first months pay.

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you

Person Specification

Qualifications & Education

Essential

Good standard of general education, GCSE Grade C and above in English and Mathematics or relevant experience

NVQ 2 / 3 in business administration (or equivalent qualification / experience)

Desirable

ECDL qualification (or equivalent)

Knowledge & Experience

Essential

Knowledge and experience of booking appointments on the eRecord

A good knowledge and understanding of administrative structures and systems. This knowledge will have been acquired through formal training and experience.

Ability to communicate effectively in person, by telephone, electronically and in writing at all levels.

Sound knowledge and experience of all applications within Microsoft Office

Knowledge and experience of database management.

Desirable

Experience of minute taking

Awareness of policies and procedures of the Trust

Experience in NHS in out-patients and Medical Records

Experience of Electronic Rostering systems

Skills & Abilities

Essential

Able to organise and prioritise own workload.

Able to work well as part of a team.

Ability to use initiative.

Ability to work under pressure and to meet tight deadlines.