About this role
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 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
About us
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
Job description Job responsibilities
Interview Date: 7 October 2026 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
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
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
ECDL or equivalent
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.
Employer details Employer name The Newcastle upon Tyne Hospitals NHS Foundation Trust
Address Regent Point
317 Regent Point
NE3 3HD
United Kingdom
Employer's website https://careers.nuth.nhs.uk/why-us (Opens in a new tab)