Administration Assistant

Qualifications & Education Essential criteria Employer heading Administration Assistant Band 3 Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS hospital trusts in the country. We have around 16,000 staff and an annual budget of £1.7 billion. With strong history of providing high quality care, clinical excellence, research and innovation regionally, nationally and internationally, we’re in the top five providers of specialised health services in the country. As well as providing a wide range of hospital and community services, we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders. We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, sex, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups. Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle (Shine) and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team. Job Overview 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 by scanning documents onto the patient record. 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 Working for our organisation 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. With around 2 million contacts with patients every year, we deliver care from: Royal Victoria Infirmary (RVI) Freeman Hospital Newcastle Dental Hospital Cramlington Manor Walks Urgent treatment centres Newcastle Fertility Centre Northern Centre for Cancer Care, North Cumbria Northern Genetics Service 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 Detailed Job Description And Main Responsibilities Interview Date: 7 October 2026 22 Hours 30 Minutes/Week NO AGENCIES PLEASE 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 Person specification Qualifications & Education Essential criteria 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 criteria ECDL or equivalent Knowledge & Experience Essential criteria Previous administrative/secretarial environment In-depth knowledge of Microsoft Office computer software packages (including databases and spreadsheets) Desirable criteria 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 criteria 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 Important note on completion of reference section of Application Form All references from current and previous employers will be sought and must cover a minimum of 3 years employment. Therefore, when completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover 3 years employment. Failure to complete this section may result in your application not being processed. 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 month’s pay. Candidates who are shortlisted for interview will be contacted by e-mail. You should check your SPAM folders as well as your inbox. If you have not been contacted within 4 weeks of the closing date you should assume your application has been unsuccessful. Employer certification / accreditation badges Documents to download JD & PS (PDF, 187.0KB) Newcastle Staff Benefits (PDF, 274.4KB) Behaviour and Civility Charter (PDF, 93.8KB) Further details / informal visits contact Name Gemma Rutter Job title Team Administrator Email address View email address on click.appcast.io Telephone number 0191 2823452 #J-18808-Ljbffr