Job Description

The Role: What you will do?

Are you looking for an administrative role that will really make a difference to lives?


This position is an integral part of the service and will ensure the smooth running of the NHS Talking Therapies contract. This is done by providing an effective and efficient administrative service for NHS patients, referring GPs, healthcare professionals and ICB contacts. The role is varied and covers a range of administrative responsibilities that support the day to day operations of the service, as well as contributing to its ongoing development.


At Vita Health Group we appreciate the part ALL our team play in helping people get better.


If you would like to be part of a forward-thinking company and join our friendly team, keep reading to see if you are interested in the role and what we have to offer.



This is a Hybrid role with a minimum of 2 days in the office situated at Riverview Business Centre, Stephenson Building, Newcastle Business Park, Newcastle Upon Tyne, NE4 7YL and remote 3 days a week. Hours will be between 9-5 and one late shift 12-8 Mon-Thurs.



This is a fixed term maternity cover role for 12 months.



Main Duties and Responsibilities

Answering incoming and making outbound calls in a professional manner within agreed KPIs. Processing referrals within targeted timeframe Updating patient information within the record system, ensuring a high level of accuracy. Monitoring and actioning treatment waitlists. Monitoring and responding to enquiries via email. Checking and processing letters to patients, GP's and Healthcare professionals. Ensuring patients are communicated with at the earliest opportunity for any changes to appointments including cancellations and reschedules. General administration and any other ad hoc duties to contribute to the smooth running of the service.

This is an excellent opportunity to build on your administration and customer service skills in a busy fast-paced organisation. You should have good experience of dealing with the public and be a confident communicator both on the telephone and over email. You will possess excellent attention to detail, quick to learn new systems and be eager to develop your career as part of a close-knit team in a flexible and supportive environment

Why Vita Health Group?

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Vita Health Group celebrates life. Improving lives physically and mentally drives everything we do. Now part of Spire Healthcare Group plc we have been providing physical and mental health services for over 30 years. We work in partnership with the NHS, are engaged by insurers and some of the UK's largest corporate companies to support their workforce and provide a full range of physiotherapy services to private customers.


To achieve our mission of

Making People Better

, we recognise the importance of investing in our staff. We are an award-winning employer recently recognised nationally as "Best Company to Work for" at the Health and Wellbeing Awards 2024.


This is also recognised by current employees - our most recent Employee Survey results showed the top 5 reasons to work here as being:

Supportive team and management Positive work environment Wellbeing and mental health support Trust and respect Autonomy and flexibility

We are keen to progress your skills and enable career development and provide regular Continued Professional Development opportunities including secondments, management training, a mentoring scheme, apprenticeships and regular events and webinars across a range of clinical disciplines. In addition to a competitive salary, we also offer the opportunity of a flexible work life balance and a comprehensive benefits package which you can view here: https://www.vitahealthgroup.co.uk/join-us/careers/


Vita Health Group is proud to be an equal opportunities employer and is seeking to improve the diversity of its workforce. We are committed to Equality, Diversity & Inclusion best practice and positively encourage applications from candidates regardless of sex, race, disability, age, sexual orientation, gender identity, religion/belief, marital status, or pregnancy/maternity. For further information on our EDI commitments please view here: Vita Health Groups commitment to Equality, Diversity and Inclusion


We are committed to being equitable and supporting the wellbeing of all employees.

We are a Mindful Employer Our status as a Disability Confident Leader dedicated to ensuring that all candidates are treated fairly throughout the recruitment process. All disabled candidates that meet the minimum essential criteria will be considered for interview. Our Ethnicity Matters Scheme where all applicants for senior roles (40,000+) from a minority ethnic group that meet the essential criteria will be considered for interview. Our Gender Matters Scheme where all women applicants for senior roles (60,000+) that meet the essential criteria will be considered for interview. Our sign up to the Armed Forces Covenant. Our status as a Menopause Friendly Committed employer. Our sign up to the Employer with Heart Charter. Our commitment to meet the standards outlined in the NHS Equality Delivery System (EDS). Workforce Race Equality Standard (WRES) and Workforce Disability Equality Standard (WDES). Access to health and wellbeing services for colleagues including Mental Health Advocates and an Employee Assistance Programme. An embedded "speaking up" culture facilitated by Freedom to Speak Up Guardians. Treating transgender individuals with dignity and recognising the potential complications that may arise when taking references. We encourage applicants to contact HR at hr@vhg.co.uk to discuss or amend how we manage reference requests.

Should you wish to discuss any adjustment or assistance you need in the application or interview process please contact recruitment@vhg.co.uk and we will facilitate.


Please note, all applicants must be legally entitled to accept and perform work in the UK and all positions are subject to a DBS check.


Any data which you share with us throughout the hiring process will be stored securely within the UK and is accessible only by staff who require it. Should your application be unsuccessful, your data will be securely destroyed after 6 months.


Vita Health Group reserves the right to close this job when sufficient applications have been received.