Administration Assistant Rehabilitation

Freeman Hospital; Carthage (MO); On-site; USD 28,000 - 33,000; Full time

Job summary

Newcastle Hospitals NHS Foundation Trust in Newcastle upon Tyne is seeking an Administration Assistant Rehabilitation (Band 3) to join a newly created team co-located with the children’s community Occupational Therapy service at Regent Point.

The role provides essential administrative support, ensuring robust recording, management and tracking of referrals and progress for children and families receiving services.

Qualifications

• Advanced keyboard skills and excellent organisational abilities.
• Able to act on own initiative with good communication.
• Experience with IT platforms including System1, ELMS, Carefirst, Egress.
• Experience in administrative/secretarial environments, preferably NHS.
• Excellent timekeeping and customer care skills.

Responsibilities

• 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.
• Record, manage and track the progress of children and families referred to the service.
• Support the OT team with documentation and reporting using Microsoft Office and NHS databases.

Job description

• Cramlington Manor Walks
• Excellent time keeping skills

Employer heading

Administration Assistant Rehabilitation

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 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

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.

• Interview Date 25 November 2026
• 37 Hours 30 Minutes/Week

NO AGENCIES PLEASE

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.

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

• 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

Essential criteria

• 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
• Excellent time keeping skills

Desirable criteria

• Understanding Medical Terminology
• Willing to undertake necessary/additional training

Experience

Essential criteria

• Previous administrative/secretarial environment
• In‑depth knowledge of Microsoft Office computer software packages (including databases / spreadsheets)

Desirable criteria

• eRecord
• Previous experience in collating and presenting information in Excel report format and using databases
• Previous NHS experience

Qualifications

Essential criteria

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

Desirable criteria

• ECDL or equivalent

Whilst Newcastle Hospitals are forward thinking and highly innovative organisation, the use of Third‑Party Artificial Intelligence (AI) presents a risk to the integrity of our Recruitment & Selection processes. If you use AI, and it poses a risk to the integrity of your individual application or to the recruitment process, we may withdraw your application at any stage of the process.

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

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• JD & PS (PDF, 130.7KB)
• Newcastle Staff Benefits (PDF, 274.4KB)
• Behaviour and Civility Charter (PDF, 93.8KB)

Further details / informal visits contact

Name Rachel Guyll Job title Deputy Head Occupational Therapy Email address [e-mail] Telephone number 0191 2821281