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- Tasks: Join our team as a Clinical Administrator, supporting medical staff and managing patient communications.
- Company: Be part of the Newcastle upon Tyne Hospitals NHS Foundation Trust, delivering top-notch healthcare.
- Benefits: Enjoy flexible working options and comprehensive training in a supportive environment.
- Why this job: Experience a rewarding role with variety, teamwork, and the chance to make a real impact.
- Qualifications: Level 3 qualification in administration or relevant experience; excellent communication and IT skills required.
- Other info: Full training provided; previous NHS experience is a plus but not essential.
The predicted salary is between 24000 - 36000 £ per year.
Job summary
An enthusiastic, organised and motivated individual is invited to join the Paediatric Intensive Care Team as a Clinical Administrator. The role involves working closely with medical and nursing staff to provide an efficient administrative service to clinicians, nurses and their teams. The successful candidate will be able to demonstrate excellent communication skills, flexibility, reliability, and an organised approach with attention to detail to support patient flow through the service. This is a challenging but rewarding role within a busy PICU that provides care for children with a variety of health care needs across multiple specialties.
Key details
- Interview date: 17 September 2025
- 37 hours 30 minutes per week – Part time/flexible working considered
- No agencies please
About us
Flexible working friendly organisation. We aim to accommodate flexible working arrangements where possible to support the service and our patients. The Trust oversees around 6,500 patient contacts every day across multiple sites including Freeman Hospital, Royal Victoria Infirmary (RVI), Health Innovation Neighbourhood, Newcastle Dental Hospital, Newcastle Fertility Centre, Northern Centre for Cancer Care, Northern Genetics Service, and Cramlington Manor Walks. We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on Staff Benefits under Documents to download or Supporting documents. For more information about The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit Careers | Newcastle Hospitals.
Main duties of the job
- Organising meetings with stakeholders and preparing agenda items; minute taking for departmental meetings and stakeholders
- Prepare relevant paperwork for HR meetings and follow up correspondence
- Diary management for Matron & Consultant Teams
- Accepting statement requests and preparing necessary paperwork for court
- Updating spreadsheets/data collection and supporting departmental audit activity
- Invoicing for statements
- Managing consultant out-of-hours rota
- Archiving notes; typing consultant letters and reports; filing and processing daily documentation
- Dealing with enquiries from patients, relatives and staff
- Opening and distributing post for the clinical team
- Working with other departments to ensure smooth day-to-day running of the department
- Ad hoc duties as requested by the clinical team
The post holder will be required to have excellent communication skills, be able to prioritise workload effectively with attention to detail, and act as a point of contact for the Senior Medical and Nursing Teams.
Job responsibilities (continued)
- Working within a team of administrative staff to provide a comprehensive support service to Consultants, Medical Staff and other clinical members of their team
- 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
Qualifications & experience
Essential
- Level 3 qualification in administration or equivalent/relevant experience
- English qualification at Level 2 (GCSE 9-4 or A*-C, or Functional/Key Skills at Level 2)
- Maths qualification at Level 1 (GCSE 3-2 or D-F, or Functional/Key Skills at Level 1)
Knowledge & Experience
- Experience of secretarial/administrative procedures
Desirable
- NHS Administration/Secretarial experience
- Knowledge of NHS systems (e.g. eRecord, System One) and medical terminology
Skills & Abilities
- IT skills including MS Office (Word, Excel, Outlook, PowerPoint)
- High standard of word processing and keyboard skills
- Excellent communication skills
- Ability to work without direct supervision
- Effective time management and initiative
- Ability to input, collate and present information accurately
Values/Behaviour
- Understanding of confidentiality
Disclosures
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a disclosure check by the Disclosure and Barring Service (DBS).
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Clinical Administrator employer: The Newcastle upon Tyne Hospitals NHS Foundation Trust
Contact Detail:
The Newcastle upon Tyne Hospitals NHS Foundation Trust Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Clinical Administrator
✨Tip Number 1
Familiarise yourself with NHS systems like eRecord and System One. Understanding these systems can give you a significant edge during the interview, as it shows your readiness to hit the ground running.
✨Tip Number 2
Highlight your communication skills by preparing examples of how you've effectively dealt with patients or team members in previous roles. This will demonstrate your ability to handle the patient queries mentioned in the job description.
✨Tip Number 3
Showcase your time management skills by discussing specific instances where you've successfully managed multiple tasks or deadlines. This is crucial for the varied and ad-hoc demands of the role.
✨Tip Number 4
Research the Newcastle upon Tyne Hospitals NHS Foundation Trust and be prepared to discuss their values and services. This knowledge will help you align your answers with their mission and show your genuine interest in the position.
We think you need these skills to ace Clinical Administrator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in administration, especially any roles within the NHS. Emphasise your organisational skills, attention to detail, and ability to work independently, as these are key for the Clinical Administrator position.
Craft a Strong Cover Letter: In your cover letter, express your enthusiasm for the role and the organisation. Mention specific examples of how your skills align with the job requirements, such as your communication skills and experience with administrative tasks.
Highlight Relevant Qualifications: Clearly list your qualifications, particularly your Level 3 qualification in administration and any relevant experience. If you have knowledge of NHS systems or medical terminology, make sure to include that as well.
Proofread Your Application: Before submitting, carefully proofread your application for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for the Clinical Administrator role.
How to prepare for a job interview at The Newcastle upon Tyne Hospitals NHS Foundation Trust
✨Show Your Organisational Skills
As a Clinical Administrator, you'll need to demonstrate your ability to manage multiple tasks efficiently. Prepare examples from your past experiences where you successfully organised and prioritised your workload, especially in a busy environment.
✨Communicate Clearly
Excellent communication skills are essential for this role. During the interview, practice articulating your thoughts clearly and concisely. You might also want to prepare for questions about how you would handle patient queries or communicate with medical staff.
✨Familiarise Yourself with NHS Systems
While previous NHS experience is preferred, having a basic understanding of NHS systems like eRecord or System One can set you apart. Do some research on these systems and be ready to discuss how you would adapt to using them in your role.
✨Demonstrate Flexibility and Reliability
The role requires flexibility and the ability to adapt to changing demands. Be prepared to share examples of how you've successfully managed unexpected challenges in previous roles, showcasing your reliability and commitment to supporting your team.
