Clinical Administrator

The Newcastle upon Tyne Hospitals NHS Foundation Trust

Clinical Administrator

The closing date is 16 November 2025

We are looking for an enthusiastic, compassionate, and highly organised Clinical Administrator to join our supportive and dynamic CHIPS 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 Friday 28 November 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

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 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.

About us

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.

Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:

o Freeman Hospital

o Royal Victoria Infirmary (RVI)

o Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)

o Newcastle Dental Hospital

o Newcastle Fertility Centre

o Northern Centre for Cancer Care, North Cumbria

o 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

Job responsibilities

The Children's Holistic Integrated Palliative Care Service (CHIPS) is a dedicated regional service providing expert palliative care and support to babies, children, and young people with serious or life‑limiting conditions, and their families. Based at the Great North Children's Hospital (GNCH), the team also works across the North East and North Cumbria, coordinating care in hospitals, hospices, and community settings. The service's work is focused on enhancing the quality of life for children and supporting the physical, emotional, social, and spiritual well‑being of the patient and their family. The CHIPS team provides a range of crucial support, including:

- Introducing palliative care and ongoing support to families at all stages of a child's illness.

- Coordinating complex symptom management.

- Supporting families during end‑of‑life care and providing bereavement support.

- Working alongside other clinical teams involved in a child's care.

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

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.

Employer name

The Newcastle upon Tyne Hospitals NHS Foundation Trust

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