Administration Assistant

NHS; United Kingdom; Remote; GBP 21,000 - 26,000; Full time

Job summary

The Newcastle upon Tyne Hospitals NHS Foundation Trust is seeking an Administration Assistant to join the Children's Physiotherapy and Occupational Therapy Team at Regent Point in Gosforth. You will provide essential administrative support to ensure timely patient communications and efficient service delivery.

Under the supervision of the Administration Team Lead, you will manage diary and appointment systems, process reports and letters, and maintain accurate patient records.

Qualifications

• GCSE English and Maths at required level or equivalent experience.
• RSA III or equivalent certification.
• High standard of word processing skills (OCR/RSA III or equivalent).
• ECDL or equivalent.

Responsibilities

• Provide efficient word processing for reports, letters, memos, training materials and discharge letters.
• Coordinate and manage diary and appointment systems.
• Maintain team database for patient data and statistical returns.
• Maintain the team filing system by scanning documents onto the patient record.
• Establish and maintain office and information retrieval systems.
• Handle telephone enquiries from patients, schools and external organisations.

Skills

Adaptable

Teamwork

Organisational skills

Communication

Numeracy

Initiative

Customer care

Education

GCSE English & Maths

RSA III

ECDL

Tools

Microsoft Office

SystmOne

Databases & spreadsheets

Job description

Go back The Newcastle upon Tyne Hospitals NHS Foundation Trust

Administration Assistant

The closing date is 20 September 2026

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
• 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 responsibilities

• Interview Date: 7 October 2026

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

• English Language and Maths qualification to GCSE Grade 4 or equivalent level qualification / relevant experience
• RSA III or equivalent
• High standard of word processing skills (e.g. OCR / RSA III or equivalent level qualification / experience)
• ECDL or equivalent

Knowledge & Experience

• Previous administrative/secretarial environment
• In-depth knowledge of Microsoft Office computer software packages (including databases and spreadsheets)
• Working Knowledge of NHS Systems e.g. SystmOne
• Understanding of medical terminology
• Willing to undertake necessary/additional training
• SystmOne
• Previous NHS experience

Skills & Abilities

• 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
• 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 name

The Newcastle upon Tyne Hospitals NHS Foundation Trust