Clinical Administrator

Transformationunitgm; Newcastle upon Tyne; On-site; GBP 24,000 - 27,000; Full time

Job summary

A prominent healthcare provider in Newcastle upon Tyne is seeking a Clinical Administrator to support their paediatric oncology team. The role involves providing comprehensive administrative and clerical support, managing patient records, handling enquiries, and ensuring the efficient operation of the team. Candidates should have relevant administrative experience, strong IT skills, and a compassionate approach to patient care. This position offers a competitive salary and opportunities for professional growth within a dynamic healthcare environment.

Benefits

Flexible working arrangements

Comprehensive training and development programs

Qualifications

• Previous administrative or secretarial experience within a busy office, preferably in a healthcare or NHS environment.
• Exceptional communication and interpersonal skills, with a compassionate and professional telephone manner.
• A strong understanding of confidentiality and data protection.

Responsibilities

• Acting as the first point of contact for families and external organisations.
• Managing electronic diaries for the clinical team, including appointments for patients.
• Ensuring urgent referrals are prioritised and coordinating patient appointments.

Skills

Compassionate communication

Organisational skills

IT skills (MS Office)

Time management

Education

Level 3 qualification in administration

English qualification at Level 2

Maths qualification at Level 1

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Employer The Newcastle upon Tyne Hospitals NHS Foundation Trust Employer type NHS Site Royal Victoria Infirmary Town 317 02 Royal Victoria Infirmary Salary £24,937 - £26,598 per annum Salary period Yearly Closing 28/12/2025 23:59 Interview date 15/01/2026

Clinical Administrator

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, w e’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 (Shine) 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

We are looking for an enthusiastic, compassionate, and highly organised Clinical Administrator to join our supportive and dynamic paediatric oncology team. You will be a vital part of the team, providing comprehensive administrative and clerical support to our specialist nurses and other clinical staff.

• Interview Date: 15th January 2026
• 37 hours 30 minutes/week
• You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.

NO AGENCIES PLEASE

Main duties of the job

Please note: this list of duties and responsibilities is not exhaustive and is subject to review based on the needs of the service.

• Acting as the first point of contact for families and external organisations, handling telephone and email enquiries with compassion and sensitivity.
• Managing electronic diaries for the clinical team, including arranging, rescheduling, and prioritising appointments for patients.
• Ensuring urgent referrals are prioritised and coordinating patient appointments and follow-ups to meet service deadlines.
• Maintaining and updating patient records accurately on electronic systems, adhering to data protection and confidentiality guidelines.
• Generating and formatting correspondence, reports, and other documents for the team.
• Arranging meetings and taking notes or minutes for internal review.
• Providing general administrative and clerical support, including photocopying, filing, and managing mail.
• Providing cover for other teams or colleagues as needed to ensure continuity of service.

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:

• Northern Centre for Cancer Care, North Cumbria

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

As a key point of contact for patients, families, and external agencies, you must have a sensitive and professional approach and the ability to maintain the strictest confidentiality. The successful candidate will play a crucial role in ensuring the smooth day-to-day operation of the service, working independently and managing their own workload.

Previous administrative or secretarial experience within a busy office, preferably in a healthcare or NHS environment. Exceptional communication and interpersonal skills, with a compassionate and professional telephone manner. Excellent organisational and time-management skills, with the ability to manage a varied workload and prioritise effectively. Proficiency in IT systems, including Microsoft Office (Word, Excel, Outlook) and a willingness to learn new systems. A sensitive, reliable, and flexible approach to work. The ability to work both independently and collaboratively as part of a team. A strong understanding of confidentiality and data protection. If you are a motivated and caring individual looking for a rewarding role where you can make a real difference, we encourage you to apply. Full training will be provided.

• Working within a team of administrative staff to provide a comprehensive support service to Consultants, Medical Staff and other clinical members of their team e.g. Specialist Nurses and Therapists
• Communicates with patients regarding appointments and admissions at the request of the medical team
• Provide cover for Team Leader within your administration team as required
• Cover Clinical Administrator posts Trust wide as required

Person specification

Qualifications & Education

• Level 3 qualification in administration or equivalent/relevant experience in administrative role(s)
• English qualification at Level 2 (GCSE Grades 9-4 or A*-C, or Functional or Key Skills at Level 2)
• Maths qualification at Level 1 (GCSE Grades 3-2 or D-F, or Functional or Key Skills at Level 1

Knowledge & Experience

• Experience of secretarial/administrative procedures
• NHS Administration/Secretarial experience
• Working Knowledge of NHS Systems e.g. eRecord, System One
• Knowledge of medical terminology

Skills & Abilities

• IT Skills to include MS Office software packages e.g. Microsoft Word, Excel, Outlook and PowerPoint
• Advanced keyboard skills including a high standard of word processing skills
• Ability to work without direct supervision
• Ability to manage time effectively and work on own initiative
• Ability to accurately input, collate and present information

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 inbox. If you have not been contacted within 4 weeks of the closing date you should assume your application has been unsuccessful.

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