Clinical Administrator

Qualifications & Education Essential criteria Employer heading 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, 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 (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 The Newcastle upon Tyne Hospitals NHS Foundation Trust is currently seeking an enthusiastic, resilient, and highly organised Clinical Administrator to join our paediatric surgery department at the Great North Children’s Hospital (GNCH). In this role, you will serve as a key operational liaison, directly supporting the paediatric surgery team while championing a patient‑centred approach to deliver seamless, high‑quality administrative services. The Great North Children’s Hospital is one of the largest and most advanced paediatric medical centres in the UK. This fast‑paced environment requires seamless administrative support to effectively manage patient pathways and optimise theatre and clinic capacity. Key Requirements Experience: A proven track record in an administrative or clerical role, ideally within an NHS or healthcare setting. Technical Skills: High proficiency in MS Office packages, with experience using clinical systems such as eRecord highly advantageous Attributes: Outstanding interpersonal and communication skills, a methodical approach to managing high‑volume workloads, and the ability to maintain composure under pressure. This is a full‑time position 37.5 hrs per week Monday – Friday. Main duties of the job Manage telephone and email inquiries from anxious families and external care providers with empathy, compassion, and professional clarity. Maintain complex electronic diaries for consultants and medical teams, booking and rescheduling appointments dynamically. Monitor, prioritise, and process urgent surgical referrals to ensure strict NHS waiting times and RTT (Referral to Treatment) targets are met. Audit, track, and update patient healthcare data on Trust electronic systems, maintaining total data confidentiality. Format and dispatch clinical letters, discharge summaries, and theatre lists with an exceptional level of typing accuracy. Work within a close‑knit multi‑disciplinary hub, covering administrative colleagues during peak operational periods to support patient flow. Minute taking. 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 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 Desirable criteria 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 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. Documents to download Job Description (PDF, 139.6KB) Person Specification (PDF, 128.6KB) Newcastle Staff Benefits (PDF, 274.4KB) Behaviour and Civility Charter (PDF, 93.8KB) Further details / informal visits contact Name Carly Holness Job title Directorate Administration Manager Email address View email address on click.appcast.io Telephone number 0191 2825512 #J-18808-Ljbffr