Clinical Administrator

Find out about the current vacancies available at the Trust and take the next step in your career with us.

Main area: Specialist Services Admin Hub

Grade: NHS AfC: Band 3

Contract: Permanent

Hours: Full time Job share 37.5 hours per week (Monday - Friday, 8.30am - 4.30pm)

Salary: £25,760 - £27,476 per annum

Salary period: Yearly

Closing: 12/06/2026 23:59

At North Tees & Hartlepool NHS Foundation Trust, our main priority is providing safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. If you share our passion then apply for this opportunity and help us make our patients’ experience the best it can possibly be.

Job overview:

Reporting to the Specialist Services, the post holder will assist in providing an efficient, effective and comprehensive administrative support service for all clinical teams with Specialist Services and Health Centres, which are managed by the Specialist Services Administration Teams based in the University Hospital of Hartlepool.

Main duties of the job:

• Provide effective and efficient use and co-ordination of Patient Record Systems, such as SystmOne, Trakcare, ICE, Choose & Book, Winscribe and other clinical systems across services to support the smooth running of the clinical services and respond to the ever changing needs of the service.
• Maintain up to date and accurate records in all patient record systems.
• Deal with both straightforward and complex enquiries from a range of sources.
• Provide a high quality customer care first point of contact service.
• Deal with enquiries and provide general non‑clinical advice and support on advice and guidance phone lines.

Working for our organisation:

South Tees Hospitals NHS Foundation Trust and North Tees and Hartlepool NHS Foundation Trust now form University Hospitals Tees and as such you may be required to work at any site across both Trusts. At North Tees & Hartlepool NHS Foundation Trust, we want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.

Detailed job description and main responsibilities:

• Process urgent and routine referrals for the appropriate clinical teams into the electronic patient record systems within agreed timescales, i.e. referral to treatment pathways (RTT) and key performance indicators (KPI’s) and ensure urgent referrals are prioritised as required.
• Contribute to the collation of service performance data and ensure confidentiality is maintained in accordance with Trust policies and the Data Protection Act.
• Provide virtual / digital and telephone support for patients and clinical teams, completion of patient questionnaires, and serve as liaison to clinical staff.
• Support Attend Anywhere Video Consultations.
• Answer the Advice and Guidance phone line for UHT Rheumatology team.
• Ensure messages are communicated accurately and dealt with in an appropriate and timely manner.
• Provide a high‑quality customer care first point of contact service, which may involve delivery of reception, telephone or video helpline services and supporting clinicians to coordinate their workload.
• Provide general non‑clinical advice and information to service users, the general public and stakeholders within agreed protocol.
• Have detailed knowledge and experience of Microsoft Office Packages, Winscribe / WinVoice Pro Audio Typing, Internet, IT & Email systems.
• Coordinate day‑to‑day activities within the delegated team of service champions, delivering bespoke administrative support to specific services.
• Track RTT, produce batch report audits, prepare theatre packs for surgical services, organise external clinical courses, room bookings, appointments to clinics, send out related information and issue leaflets as appropriate to specific services.
• Provide support to the Specialist Services & Children’s Services Administration Hub Service Manager in daily operational systems, procedures, induction and training of new staff.
• Create, apply and amend clinic rota templates for all clinical services to ensure smooth running of all clinics.
• Support patient experience activities, including developing, updating and distributing patient leaflets within clinical services and liaising with clinical teams to ensure timely information is provided for complaints responses.
• Promote equal opportunities, fairness, equity and inclusion through best practice working, objectives and values to support the Trust’s vision of excellence.
• Review and evaluate administrative systems and procedures and associated policies to enable continuous improvement.
• Deal with complex telephone queries, record and arrange prescription requests and make decisions which require specialist understanding of the services.
• Handle messages often of a sensitive nature, using own initiative and taking appropriate action as required.
• Act as the first point of contact for problems raised by patients and work to identify a solution, escalating when required.
• Collaborate with other team members to ensure the smooth running of team work, enhancing strengths and compensating for weaknesses.

Qualifications:

• NVQ Level 3 Business Administration
• NVQ Level 3 Customer Service or equivalent
• Good basic education including GCSE Maths and English, level C or above
• Evidence of administration knowledge and skills equivalent to the level of qualification mentioned above
• ECDL certification or equivalent, willingness to train/develop further skills, typing/audio typing or word processing qualification

Experience:

• Experience and good working knowledge of Information and Appointment Systems
• Driving licence

Equality and inclusion statement:

We welcome applications from all eligible candidates, irrespective of age, race, religion, disability, gender, sexual orientation, gender identity and family circumstances. We are a Disability Confident Lead employer and provide reasonable adjustments during the recruitment process.

This postholder will have access to vulnerable people in the course of their normal duties and is subject to the Rehabilitation of Offenders Act 1974, Order 2020. A Disclosure and Barring Service check is required.