Clinical Administrator

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

Job summary

An NHS hospital trust is looking for a part-time Clinical Administrator to provide essential support within the healthcare environment. Candidates should possess strong communication and organizational skills, alongside relevant administrative qualifications. The role involves direct contact with patients and requires proficiency in MS Office and familiarity with NHS systems. A commitment to maintaining patient confidentiality and an organized approach to work are essential. Opportunities for training and development are included.

Benefits

Flexible working arrangements

Professional development opportunities

Qualifications

• Experience of secretarial/administrative procedures.
• Knowledge of medical terminology.
• Ability to manage time effectively and work on own initiative.

Responsibilities

• Provide comprehensive administration support to Neuroendocrine specialist nurses.
• Communicate with patients regarding appointments and admissions.
• Register referrals and handle patient queries over the telephone.

Skills

Communication skills

IT Skills (MS Office)

Organisational skills

Time management

Flexibility

Education

Level 3 qualification in administration

English qualification at Level 2

Maths qualification at Level 1

Tools

MS Office (Word, Excel, Outlook)

NHS Systems (eRecord, System One)

Job description

Main area 317 Hepatobiliary Surgery Specialty - FH Grade Band 3 Contract Permanent Hours Part time - 18.75 hours per week Job ref 317-2025-30-019-A-VA1

Employer The Newcastle upon Tyne Hospitals NHS Foundation Trust Employer type NHS Site Freeman Hospital Town 317 01 Freeman Hospital Salary £24,937 - £26,598 pro rata Salary period Yearly Closing 18/01/2026 23:59 Interview date 03/02/2026

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

Want a career working in the NHS? Surgical and Associated Specialties Board are looking for a talented individual who wish to pursue a career in administration.

We are looking for a conscientious individual with an enthusiastic outlook. The successful candidate must demonstrate good organisation skills and have skills to be a team player. You will need to be able to demonstrate a clear understanding of patient confidentiality, whilst be well motivated and reliable.

The role provides direct working alongside the administration team to support general administration duties including, communication between the patients and the clinical teams, co-ordinating telephone enquiries from patients, booking appointments, updating patient electronic records when required amongst other general office duties.

You will be able to understand and accurately convey verbal and written information whilst remaining calm under pressure. You will present learn and develop skills using Microsoft Office and NHS systems.

We actively encourage candidates to contact the department before or after submitting their application to ask questions or to arrange a visit to support any queries you may have.

• Interview Date: 3rd February 2025
• 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

The successful candidate will work as part of a team to provide a comprehensive and efficient administration service to the Neuroendocrine specialist nurses and their teams.

This will include registration of referrals, finalising of clinic letters, dealing with patient queries over the telephone, data entry using Excel and booking appointments.

The ability to work independently and follow the policies and procedures for the department is essential. The successful candidate will be able to demonstrate excellent communication skills, flexibility, reliability, and must have an organised approach to work.

The role has lots of variety and ad-hoc demands and the post holder must possess excellent time management and planning skills. The position provides the opportunity to work within a very supportive, and welcoming team and to further develop existing knowledge and skills, including knowledge of the NHS and medical terms/procedures. Previous administration/secretarial experience in an NHS environment is preferred but not essential, as full training will be given.

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

• 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
• 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
• Excellent communication 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 your 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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