Job summary
An exciting
opportunity has arisen for a band 3 admin assistant to join our central admin
team providing support to Childrens Therapies service within County Durham and
Darlington. The central admin team is based at Chester le Street Community
Hospital, providing comprehensive administrative support to the county wide
team of Childrens Occupational Therapists, Physiotherapists and Speech and
Language Therapists.
The role itself
is a great opportunity for someone who is seeking to work in a busy admin
environment with a varied workload. You will assist with the organisation and
timely completion of routine administrative tasks and duties, as well as
supporting the Admin Team Lead with duties as required. We are seeking someone
who is enthusiastic, motivated and can work as part of a team.
County Durham and Darlington NHS Foundation
Trust is one of the largest integrated care providers in England, serving a
population of around 600,000 people. We are a high performing organisation with
a track record of success.
Main duties of the job
Supporting colleagues within the team
Setting up and populating Systmone rotas for clinical staff
Creating new appointments and managing waiting lists
Answering phone calls and dealing with appropriately
Registering of new patients, scanning and placing on correct waiting
list
Completing admin tasks sent by clinical and non-clinical staff on
Systmone
Supporting triage process to ensure triage is completed in a timely
manner
Access and answer generic email address as needed
Sort both internal & external post daily or as required
Taking lead role to support SEND admin processes - following processes
to ensure health advice for Educational Health Care Plans is processed in a
timely manner
Contact patients to cancel / re-arrange appointments as needed
Assist in covering holidays and duties when colleagues on leave
Ensure tasks are completed
To work with the Therapists in order to
facilitate and process the workload of the Therapy service
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
Full Job Descriptions can be found in the adverts supporting documents.
Over reliance on
AI-generated content is discouraged and may diminish the applicant's chances of
success.
For the most up-to-date information on visa requirements and eligibility, please check online to determine whether you can apply.
From April 9th 2025 - Healthcare assistants - You must have been employed for a minimum of two years
of as a HCA Band 3 within the NHS for the Trust to consider
sponsorship (we will only consider sponsorship if you meet this criteria and
have a current visa expiring within 3 months).
Job description
Job responsibilities
Answering
telephone calls and dealing with appropriately
Registering
of new patients, scanning and placing on correct waiting list
Monitor delegated waiting lists within systmone
and ensure discharges are completed in a timely manner
Check and respond to emails received from generic
email addresses and delegate duties to team members as required and follow
processes as agreed
To take details of
any complaints and use effective communication skills to ensure that the
correct procedures are followed
Use
e-diaries for room bookings county wide
Coordinate
meetings and book venues as needed
Contact
patients to cancel / re-arrange appointments as needed
Deal with
anomalies on a weekly basis and distribute to relevant staff members reporting
to the Admin Team Lead
Set up
rotas on SystmOne
Complete
Cardea requests
Booking of
New patients from waiting lists for Children's Therapies
Provide
support to admin assistants
To provide
admin support and complete tasks
To attend
meetings as necessary and take minutes
Collate
Cqif & comment cards and input data with reports to follow
Deputise
for Admin Team Lead when required
Cleanse
waiting lists after 3/4 weeks of discharge
Any other duties delegated by Admin Team Lead
Job description
Job responsibilities
Answering
telephone calls and dealing with appropriately
Registering
of new patients, scanning and placing on correct waiting list
Monitor delegated waiting lists within systmone
and ensure discharges are completed in a timely manner
Check and respond to emails received from generic
email addresses and delegate duties to team members as required and follow
processes as agreed
To take details of
any complaints and use effective communication skills to ensure that the
correct procedures are followed
Use
e-diaries for room bookings county wide
Coordinate
meetings and book venues as needed
Contact
patients to cancel / re-arrange appointments as needed
Deal with
anomalies on a weekly basis and distribute to relevant staff members reporting
to the Admin Team Lead
Set up
rotas on SystmOne
Complete
Cardea requests
Booking of
New patients from waiting lists for Children's Therapies
Provide
support to admin assistants
To provide
admin support and complete tasks
To attend
meetings as necessary and take minutes
Collate
Cqif & comment cards and input data with reports to follow
Deputise
for Admin Team Lead when required
Cleanse
waiting lists after 3/4 weeks of discharge
Any other duties delegated by Admin Team Lead
Person Specification
Special Skills & Knowledge
Essential
- Use of email and Outlook - Excellent written and verbal communication skills
- -Excellent organisational skills in order to prioritise work and complete to tight schedules
- Good standard of written and verbal communication skills
- -Ability to prioritise workload
- -Ability to work on own initiative - Ability to use discretion and maintain confidentiality
- -Ability to deal courteously and effectively with a wide range of staff, professionals and members of the public
Qualifications
Essential
- 5 GCSEs or equivalent including English
- Language
Desirable
Special Skills & Knowledge
Essential
- Use of email and Outlook - Excellent written and verbal communication skills
- -Excellent organisational skills in order to prioritise work and complete to tight schedules
- Good standard of written and verbal communication skills
- -Ability to prioritise workload
- -Ability to work on own initiative - Ability to use discretion and maintain confidentiality
- -Ability to deal courteously and effectively with a wide range of staff, professionals and members of the public
Special Requirements
Essential
- Flexible and responsive to change
Experience
Essential
- -Proven ability in effective, efficient administrative support to a team - Experience in busy office environment including making and receiving phone calls on behalf of service/organisation
- Providing clerical support for a team
- Experience in a secretarial/ administrative role providing general provision of secretarial /administrative duties in a challenging and constantly changing environment
- Experience of setting up and maintaining databases
Desirable
- -Knowledge of SystmOne.
- -Knowledge of computer packages:
- -Word, Excel, Outlook, PowerPoint etc
- -Experience of planning and organising meetings and taking minutes
- -Experience of supervision/ delegating duties
Person Specification
Special Skills & Knowledge
Essential
- Use of email and Outlook - Excellent written and verbal communication skills
- -Excellent organisational skills in order to prioritise work and complete to tight schedules
- Good standard of written and verbal communication skills
- -Ability to prioritise workload
- -Ability to work on own initiative - Ability to use discretion and maintain confidentiality
- -Ability to deal courteously and effectively with a wide range of staff, professionals and members of the public
Qualifications
Essential
- 5 GCSEs or equivalent including English
- Language
Desirable
Special Skills & Knowledge
Essential
- Use of email and Outlook - Excellent written and verbal communication skills
- -Excellent organisational skills in order to prioritise work and complete to tight schedules
- Good standard of written and verbal communication skills
- -Ability to prioritise workload
- -Ability to work on own initiative - Ability to use discretion and maintain confidentiality
- -Ability to deal courteously and effectively with a wide range of staff, professionals and members of the public
Special Requirements
Essential
- Flexible and responsive to change
Experience
Essential
- -Proven ability in effective, efficient administrative support to a team - Experience in busy office environment including making and receiving phone calls on behalf of service/organisation
- Providing clerical support for a team
- Experience in a secretarial/ administrative role providing general provision of secretarial /administrative duties in a challenging and constantly changing environment
- Experience of setting up and maintaining databases
Desirable
- -Knowledge of SystmOne.
- -Knowledge of computer packages:
- -Word, Excel, Outlook, PowerPoint etc
- -Experience of planning and organising meetings and taking minutes
- -Experience of supervision/ delegating duties
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).
Employer details
Employer name
County Durham & Darlington NHS Foundation Trust
Address
Chester Le Street Community Hospital
Front Street
Chester Le Street
County Durham
DH3 3AT
Employer's website
https://www.cddft.nhs.uk/ (Opens in a new tab)
