Administration Support Officer

Northumbria Healthcare NHS Foundation Trust

Administration Support Officer

The closing date is 18 March 2026

Our Occupational Therapy Specialist Services (OTSS) team have an exciting opportunity available for a highly motivated and organised individual to join our team on a permanent, part-time basis as an Admin Support Officer, providing a comprehensive administrative service to the clinical teams and management.

The successful applicant will be joining a proactive, friendly and supportive Occupational Therapy service, who have recently strengthened their service delivery model by integrating both physical and mental health specialist teams under the same leadership team.

You will work independently with opposite working days to our current admin support officer, ensuring full administrative cover throughout the working week, with a level of cross cover and peer support.

Please note we reserve the right to close this vacancy prior to the closing date once the required number of suitable applications have been received.

Main duties of the job

• Process referrals, adding to triage list and waiting lists.
• Act as first point of contact to patients, family, carers and external stakeholders, liaising mainly via telephone and email contact, face to face as required.
• Use Trust Systems such as SystmOne, Therefore and Health Roster.
• Order supplies via Trust Procurement System for the department as needed.
• Minute meetings as required.
• Secretarial support to management team.

About us

We manage three major locality hospitals at North Tyneside, Wansbeck and Hexham, plus a number of smaller community hospitals and clinics from Tynemouth to Berwick on Tweed, in addition to our state-of-the-art Northumbria Specialist Emergency Care Hospital, the first of its kind in England. We also care for people in their homes and provide services from facilities in local communities such as health centres. We give people greater choice and control over their care to help them to live independently at home and avoid hospital admission where appropriate. High quality patient care is at the heart of everything we do and we strive to ensure every single patient and service user has an exceptional experience with us. We have one of the most extensive patient experience programmes of any trust in England.

Job responsibilities

Maintenance and development of data base systems. Collation of information for statistics.

Efficient processing of all occupational therapy referrals, appointments on the Patient Administration System and SYSTMONE.

Good IT and keyboard skills and a thorough working knowledge of the Patient Administration System (PAS), SYSTMONE, Excel and e-referral and health roster/ESR.

To act as the first point of contact for interventions between the Trust and patients for the booking of occupational therapy outpatient services, ensuring patients are given accessible information and choice.

Efficient processing of all occupational therapy referrals, appointments on the Patient Administration System and SYSTMONE.

Efficient processing of patient letters.

Ensuring accurate entering of patient data on the Patient Administration System, SYSTMONE and Excel.

Ensuring accurate and timely filing and retrieval of patients occupational therapy records, and hospital case notes.

To book interpreters where necessary for patients attending outpatient clinics and if necessary request appointment letters to be translated.

For more information please review the Job Description.

Person Specification Qualifications

• 3 GCSE's including Maths and English or equivalent
• NVQ Level 3 in relevant subject or equivalent experience and/or qualification
• Typing/word processing skills (RSA II or equivalent )
• Experience of working with a range of different IT packages including :Microsoft Office packages e.g. word, access and excel; SystmOne, PAS
• Experience of working with ESR and Healthroster

Experience

• Previous administration and/or customer service experience gained within the NHS or other large complex organisation

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.

Northumbria Healthcare NHS Foundation Trust

£24,937 to £26,598 a yearpro rata per annum