Children's Therapies Administrative Assistant

Integrated Care System; Chester-le-Street; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading healthcare provider in Chester-le-Street is seeking an Administrative Assistant for the Children's Therapies service. The role involves managing calls, registering patients, and providing clerical support. Ideal candidates will have effective administration skills, experience in a busy office, and the ability to communicate well. Join our team to contribute to an essential service for children.

Qualifications

• Proven ability in effective, efficient administration.
• Experience in a busy office environment, including handling phone calls.
• Providing clerical support for a team of staff.

Responsibilities

• Answer and manage incoming calls appropriately.
• Register new patients and manage waiting lists.
• Complete admin tasks sent by clinical and non-clinical staff.

Skills

Effective administration

Excellent written and verbal communication skills

Organizational skills

Knowledge of SystmOne

Diary management

Education

NVQ level 2

Job description

Go back County Durham & Darlington NHS Foundation Trust

Children's Therapies Administrative Assistant

The closing date is 07 August 2025

An exciting opportunity has arisenfor a band 2 admin assistant to join our central admin team providing supportto Children's Therapies service within County Durham and Darlington. Thecentral admin team is based at Chester le Street Community Hospital , providing comprehensive administritivesupport to the countywide team of Children's Occupational Therapists,Physiotherapists and, from April 2025 Children's Speech and LanguageTherapists.

The role itself is a great opportunity for someone who isseeking to work in busy admin environment with a varied workload. You willassist with the organisation and timely completion of routine administrativetasks and duties, and be responsible for administrative and secretarial supportto the Childrens Therapy Service. We are seeking someone who is enthusiastic,motivated and can work as part of a team.

County Durham and Darlington NHS FoundationTrust is one of the largest integrated care providers in England, serving apopulation of around 600,000 people. We are a high performing organisation witha track record of success.

Main duties of the job

Answering phone callsand dealing with appropriately

Registering of new patients, scanning and placing oncorrect waiting list

Completing admin tasks sent by clinical andnon-clinical staff on Systmone

Supporting triage process to ensure triage is completedin a timely manner

Access and answer generic email address as needed

Sort both internal & external post daily or asrequired

Support SEND processes - following processe to ensurehealth advice for Educational Health

Care Plans is processed in a timelymanner

Contact patients to cancel / re-arrange appointments asneeded

Assist in covering holidays and duties when colleagues onleave

Ensure tasks are completed

To work with the Therapists in order to facilitate andprocess 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 onAI-generated content is discouraged and may diminish the applicant's chances ofsuccess

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 a minimum of two yearsof experience working within the NHS as a HCA for the Trust to considersponsorship (we will only consider sponsorship if you meet this criteria andhave a current visa expiring within 3 months)

Job responsibilities

The admin team areresponsive to the needs of the service. It is a busy working environment withreferrals received by phone, email, and post from a variety of sources, rangingfrom parent/carer, school, GP and other health professionals. Work will mainly beon SystmOne and involves putting referrals onto the system, registeringpatients, rearranging appointments, cancelling appointments and rebookingchildren who are not brought to their appointment.

Processes are in place to supportthe effective running of the team and a flexible approach is needed to allowwork to be prioritised within the team.

Work is alsogenerated by tasks from clinical staff to support in sending reports,appointments, advice and statutory information to relevant people involved inthe child/young person's care.

Regular patient contact when parent/carers bringtheir children to the department is required as part of the role so excellentverbal communication skills are essential to this role

Person Specification

Experience

• Proven ability in effective, efficient administration
• Experience in busy office environment
• including making and receiving phone calls on
• behalf of service/organisation
• Providing clerical support for team of staff
• Excellent written and verbal communication skills
• Knowledge of SystmOne.
• Diary management

Special Skills and Knowledge

• 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

• Flexible and responsive to change

Qualifications

• NVQ level 2

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

County Durham & Darlington NHS Foundation Trust