Job summary
We have an exciting opportunity within a supportive and welcoming Children's Physiotherapy and Occupational Therapy Team for an Administration Assistant.
You will contribute to the smooth delivery of the Community Paediatric Therapy Service at Regent Point through provision of appropriate administrative support to the team. To communicate with patients and relatives regarding appointments at the request of clinical staff and provide cover for the Administration Team Lead as required.
Working under the supervision of the Administration Team Lead, you will provide high quality administrative and system support to ensure service levels are always maintained.
Excellent communication and people skills are required to deliver this role effectively and you will need to demonstrate outstanding patient care in all your daily activities. At times you may be required to work independently, so attention to detail and the ability to follow department policies and procedures is essential.
As part of your role, you will be expected to demonstrate attributes such as the ability to work as part of a multi-disciplinary team and prioritising your workload to support the needs of the department. You must also be proficient in the use of Microsoft Office.
Previous administration experience in a healthcare setting is preferred but not essential as full training will be provided.
Main duties of the job
To provide an efficient word processing service for reports, letters, memos, course training materials and discharge letters ensuring all documents produced are to a high standard.
To provide administrative support to assist the team to manage their work load through the coordination and management of diary and appointment systems.
To work with the Administration Team Lead to develop, maintain and continually improve the team database for the accurate recording of patient data and information in the preparation of statistical returns and provision of information.
To maintain the team filing system of treatment records.
To establish and maintain office and information retrieval systems for the service ensuring information is readily accessible.
To deal with telephone enquiries from a range of patients, schools and external organisations ensuring messages are accurately relayed where appropriate.
- Interview Date: 28 April 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
About us
Our staff oversee around 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 contribute to the smooth delivery of the Community Paediatric Therapy Service at Regent Point through provision of appropriate administrative support to the team. To communicate with patients and relatives regarding appointments at the request of clinical staff and provide cover for the Administration Team Lead as required.
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.
Job description
Job responsibilities
To contribute to the smooth delivery of the Community Paediatric Therapy Service at Regent Point through provision of appropriate administrative support to the team. To communicate with patients and relatives regarding appointments at the request of clinical staff and provide cover for the Administration Team Lead as required.
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
- English Language and Maths qualification to GCSE Grade 4 or equivalent level qualification / relevant experience
- NVQ III Certificate (e.g. Business Administration, Secretarial Support etc.) or equivalent level qualifications / relevant experience
- RSA III or equivalent
- High standard of word processing skills (e.g. OCR / RSA III or equivalent level qualification / experience)
Desirable
Knowledge & Experience
Essential
- Previous administrative/secretarial environment
- In-depth knowledge of Microsoft Office computer software packages (including databases and spreadsheets)
Desirable
- Working Knowledge of NHS Systems e.g. SystmOne
- Understanding of medical terminology
- Willing to undertake necessary/additional training
- SystmOne
- Previous NHS experience
Skills & Abilities
Essential
- Adaptable and flexible
- Able to work both as an individual and as part of a team
- Excellent organisational skills
- Good oral and written communication skills
- Able to follow written procedures
- Able to use all office equipment e.g. photocopier//phone/scanner
- Excellent customer care skills
- Numerate and accurate
- Excellent time keeping skills
- Ability to work on own initiative
- Works well under pressure and able to meet deadlines
- Self-motivated
- Articulate
Person Specification
Qualifications & Education
Essential
- English Language and Maths qualification to GCSE Grade 4 or equivalent level qualification / relevant experience
- NVQ III Certificate (e.g. Business Administration, Secretarial Support etc.) or equivalent level qualifications / relevant experience
- RSA III or equivalent
- High standard of word processing skills (e.g. OCR / RSA III or equivalent level qualification / experience)
Desirable
Knowledge & Experience
Essential
- Previous administrative/secretarial environment
- In-depth knowledge of Microsoft Office computer software packages (including databases and spreadsheets)
Desirable
- Working Knowledge of NHS Systems e.g. SystmOne
- Understanding of medical terminology
- Willing to undertake necessary/additional training
- SystmOne
- Previous NHS experience
Skills & Abilities
Essential
- Adaptable and flexible
- Able to work both as an individual and as part of a team
- Excellent organisational skills
- Good oral and written communication skills
- Able to follow written procedures
- Able to use all office equipment e.g. photocopier//phone/scanner
- Excellent customer care skills
- Numerate and accurate
- Excellent time keeping skills
- Ability to work on own initiative
- Works well under pressure and able to meet deadlines
- Self-motivated
- Articulate
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).
