The Newcastle upon Tyne Hospitals NHS Foundation Trust

Clinical Administrator

The closing date is 14 September 2025

Job summary

An exciting opportunity has arisen for enthusiastic, organised and motivated individuals to join Newcastle Eye Centre as a Clinical Administrator.

Interview Date Thursday 25 September 2025
37 Hours 30 Minutes/Week
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

These roles involve working closely with medical and nursing staff. Post holders will be required to provide an efficient administrative service to the clinicians and their teams.

The ability to work independently and follow the policies and procedures for your department is essential. The successful candidates will be able to demonstrate excellent communication skills, flexibility, reliability and must have an organised approach to work.

These roles have lots of variety and ad-hoc demands and post holders must possess excellent time management and planning skills. These positions provide 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.

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:

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 HospitalsandNewcastle Hospitals NHS Foundation Trust

Date posted

08 September 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

317-2025-23-28-DR-A

Job locations

Royal Victoria Infirmary

Queen Victoria Road

317 02 Royal Victoria Infirmary

NE1 4LP

Job description

Job responsibilities

Meet deadlines for clinical correspondence
Checking investigations status i.e. either booked or performed. Bring to the clinical team's attention any patient's results requiring action.
Make patient appointments liaising with other teams eg the Appointment Booking Centre to ensure clinic management.
Ensure correspondence is coded and sent to scanning bureau to be uploaded to EPR

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
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.

Job description

Job responsibilities

Meet deadlines for clinical correspondence
Checking investigations status i.e. either booked or performed. Bring to the clinical team's attention any patient's results requiring action.
Make patient appointments liaising with other teams eg the Appointment Booking Centre to ensure clinic management.
Ensure correspondence is coded and sent to scanning bureau to be uploaded to EPR

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
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

Essential

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

Experience of secretarial/administrative procedures

Desirable

NHS Administration/Secretarial experience
Working Knowledge of NHS Systems e.g. eRecord, System One
Knowledge of medical terminology

Skills & Abilities

Essential

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

Understanding of confidentiality

Person Specification

Qualifications & Education

Essential

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

Experience of secretarial/administrative procedures

Desirable

NHS Administration/Secretarial experience
Working Knowledge of NHS Systems e.g. eRecord, System One
Knowledge of medical terminology

Skills & Abilities

Essential

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

Understanding of confidentiality

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.