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The Newcastle upon Tyne Hospitals NHS Foundation Trust
About
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit Newcastle Hospitals NHS Foundation Trust.
Clinical Administrator
Accepting applications until: 07-Sep-2025 23:59
Vacancy status: Open
Accepting applications until: 07-Sep-2025 23:59
Key details
Location
- Site
- Royal Victoria Infirmary
- Town
- 317 02 Royal Victoria Infirmary
- Postcode
- NE1 4LP
- Major / Minor Region
- Tyne and Wear
Contract type & working pattern
- Contract
- Permanent
- Hours
- Full time
- Part time
- Flexible working
Salary
- Salary
- £24,937 - £26,598 pro rata
- Salary period
- Yearly
- Grade
- (Band 3)
Specialty
- Main area
- 317 Ward 12/ PICU - RVI
- Interview date
- 17/09/2025
Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS foundation trusts in the country, with around 15,000 staff and an annual budget of £1.6 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We’re in the top five providers of specialised health services in the country, supporting people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 6,500 patient contacts each day, delivering high standards of healthcare.
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
An exciting opportunity has arisen for an enthusiastic, organised and motivated individual to join the Paediatric Intensive Care Team as a Clinical Administrator.
The role involves working closely with medical and nursing staff. The post holder will be required to provide an efficient administrative service to the clinicians, nurses and their teams. 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, must have an organised approach to work and attention to detail are all essential to help support patient flow through the service. Though the job can be challenging at times it is also rewarding.
Our PICU is a busy dynamic unit providing care for children with a variety of health care needs. Specialties include neurosurgery, neurology, trauma, oncology, BMT and plastic surgery, as well as paediatric surgery, paediatric infectious diseases and paediatric medicine. It is also a tertiary referral centre accepting admissions from throughout the North East and further afield to support the increasing demand for Paediatric Critical Care
- Interview date: 17th September 2025
-
37 hours 30 minutes/week - Part time/ flexible working will be considered
- 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
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- 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 hour’s rota.
- Archiving notes.
- Typing of consultant letters and reports, filing, processing of daily documentation.
- Dealing with enquiries from patients, relatives and staff.
- Opening and distributing post for the clinical team.
- Working with other departments to ensure the smooth day-to-day running of the Dept.
- 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 excellent attention to detail and will act as a point of contact for the Senior Medical and Nursing Teams.
This is a crucial role to support our professional teams, so we are looking for someone confident and assertive, with the ability to multi-task and remain calm under pressure. In return, you will be part of an organisation that is committed to the development and training of all staff; and you will be supported to develop and broaden your knowledge and skills.
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.
Our staff oversee around 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
• Freeman Hospital
• Royal Victoria Infirmary (RVI)
• Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)
• Newcastle Dental Hospital
• Newcastle Fertility Centre
• Northern Centre for Cancer Care, North Cumbria
• Northern Genetics Service
• Cramlington Manor Walks
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
The role has lots of variety and ad-hoc demands and the post holders 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. Previous administration/secretarial experience in an NHS environment is preferred but not essential as full training will be given.
Job Purpose
- 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.
Applicant requirements
Person specification
Qualifications & Education
Essential criteria
- 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
Essential criteria
- 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
Essential criteria
- 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
Values I Behavioural I Attitudes
Essential criteria
- Understanding of confidentiality
Further details / informal visits contact
- Name
- Nicola Mear
- Job title
- Deputy Matron
- Email address
- [email protected]
- Telephone number
- 0191 2821704
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