Administration Assistant Rehabilitation

Newcastle Hospitals; Newcastle upon Tyne; Remote; GBP 21,000 - 25,000; Full time

Benefits offered by this job

Flexible working

Staff benefits

Job summary

Newcastle Hospitals is seeking an Administration Assistant for the Rehabilitation team based at Regent Point. The successful candidate will provide administrative support to the children’s Occupational Therapy team, developing robust methods for recording and tracking referrals and progress.

Experience with System1, ELMS, CareFirst and other IT platforms is desirable. The role involves joining a newly created team co-located with the children's community team to enhance services for children and

Qualifications

• Advanced keyboard and organisational skills with ability to work on own initiative.
• Strong written and verbal communication; able to follow documented procedures.
• Experience with a range of IT systems (e.g., System1, ELMS, CareFirst, Egress).
• Proven ability to collate and present information in Excel and databases.

Responsibilities

• Provide administrative support to the rehabilitation team across NHS sites.
• Develop robust methods of recording, managing and tracking referrals and progress.
• Use IT platforms to support data recording and retrieval for audits and reporting.

Skills

Advanced keyboard

Organisational skills

Own initiative

Communication skills

Follow procedures

Office equipment

Customer care

Numeracy

Medical terminology

Willing to train

Education

3 GCSEs inc Maths & English

RSA III or equivalent

ECDL or equivalent

Tools

eRecord

Microsoft Office

Databases / Spreadsheets

Job description

Administration Assistant Rehabilitation

The closing date is 05 November 2026

This is a newly created team will consist of three qualified members of staff and one support staff member and will be co-located with the children's community team based at Regent Point.

The aim of this newly created team is to improve and enhance the services for children and families needing social care support, equipment, home adaptations across Newcastle.

The roles will be integrated within the children's community Occupational Therapy service, working closely with the wider therapy teams, to create a seamless and transparent experience for anyone referred to the service for equipment and/or adaptations reducing duplication and providing a more holistic approach to Occupational Therapy support.

Newcastle children's Occupational Therapy is a well-established service supporting children and their families/carers across a range of settings including the Great North Children's Hospital, specialist provision schools and mainstream school settings and their home environment.

The service will be hosted by Newcastle upon Tyne Hospital NHS Foundation Trust and have reporting responsibilities to Newcastle city council and social care services.

Main duties of the job

To provide administrative support to the children's Occuptional Therapy team based at regent point. The successful candidate will be responsible for working with the children's Occupational Therapy team, and developing robust methods of recording, managing and tracking the progress of children and their families referred to the service.

The successful candidate will require experience working with a range of IT platforms including system1, ELMS, Carefirst, Egress etc.

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

• To contribute to the smooth delivery of rehabilitation services on the RVI/FH sites by ensuring appropriate administrative support and systems are implemented in Physiotherapy and Occupational Therapy.

Person Specification

KNOWLEDGE/ SKILLS

• Advanced keyboard skills
• Excellent organisational skills
• Able to act on own initiative
• Good oral and written communication skills
• Able to follow written procedures
• Able to use all office equipment e.g., photocopier/f/phone
• Excellent customer care skills
• Numerate and accurate
• Understanding Medical Terminology
• Willing to undertake necessary/additional training

EXPERIENCE

• Previous administrative/secretarial environment
• In-depth knowledge of Microsoft Office computer software packages (including databases / spreadsheets)
• eRecord
• Previous experience in collating and presenting information in Excel report format and using databases
• Previous NHS experience

QUALIFICATIONS

• 3 GCSEs or equivalent inc Maths & English
• RSA III or equivalent
• ECDL or equivalent

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