Clerical Assistant

The Newcastle upon Tyne Hospitals NHS Foundation Trust; Newcastle upon Tyne; On-site; GBP 21,000 - 24,000; Full time

Job summary

The Newcastle upon Tyne Hospitals NHS Foundation Trust is seeking a Clerical Assistant to provide high-quality administrative support across Community Clinics and Services in Newcastle. You will handle calls, referrals, and patient records using SystmOne.

The role requires accuracy, confidentiality, and the ability to work in a busy team, with flexible hours including evenings and weekends as rota.

Qualifications

• Familiarity with office procedures and NHS policies.
• Experience using the SystmOne IT system.
• ECDL qualification required.

Responsibilities

• Provide clerical and administrative support to community clinical teams.
• Handle telephone enquiries courteously and professionally.
• Maintain accurate electronic records using SystmOne.
• Manage appointments, referrals and correspondence per local procedures.
• Assist with team-based patient care and confidentiality.
• Support general office duties and housekeeping.

Skills

Confidentiality

Teamwork

Initiative

Adaptability

Multi-agency work

Education

General Education

Tools

SystmOne

Job description

The Newcastle upon Tyne Hospitals NHS Foundation Trust

Clerical Assistant

The closing date is 04 November 2026

Are you an organised, reliable and motivated individual with excellent communication skills? Do you enjoy working as part of a busy team and making a difference to patient care?

We are looking to recruit enthusiastic Clerical Assistants to provide high-quality administrative support to our Community Clinics and Services across Newcastle. This is an excellent opportunity to join a friendly and supportive team, playing a vital role in ensuring patients, carers, service users and healthcare professionals receive an efficient and professional service.

We are recruiting to a number of permanent roles within our Community Services:

• Single Point of Access (SPA) based atRegent Point, Gosforth, providing administrative support and operating a busy telephone service.
• Interview Date Friday 13 November 2026
• Full & Part Time Hours/Week

NO AGENCIES PLEASE

Main duties of the job

Working alongside clinical and administrative colleagues, you will help manage a varied workload within a fast-paced environment. You will be responsible for handling telephone enquiries, processing referrals, maintaining electronic patient records using SystmOne, and providing general administrative support to community-based clinical services.

The successful candidate will be able to prioritise their workload effectively, communicate confidently with a wide range of people, and respond positively to the changing demands of the service. Accuracy, attention to detail and a commitment to delivering excellent customer service are essential.

Administrative staff within these services work between 8:00am and 10:00pm on a rota basis, including evenings, weekends and bank holidays. Actual working hours for these posts will be discussed at interview.

If you are a team player with a positive attitude and a commitment to delivering excellent administrative support within NHS community services, we would love to hear from you.

Join us and help make a real difference to the care and experience of patients across Newcastle.

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.

With around 2 million contacts with patients every year, we deliver care from:

• Royal Victoria Infirmary (RVI)
• Freeman Hospital
• Newcastle Dental Hospital
• Newcastle Fertility Centre
• Northern Centre for Cancer Care, North Cumbria
• 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

• Providing comprehensive clerical and administrative support to community clinical teams.
• Handling telephone enquiries from patients, carers, service users and healthcare professionals in a professional and compassionate manner.
• Maintaining accurate electronic records using SystmOne and other Trust systems.
• Managing appointments, referrals and correspondence in accordance with local procedures.
• Working collaboratively with colleagues to support the delivery of high-quality patient care.
• Ensuring confidentiality is maintained at all times in line with Trust policies and procedures
• To provide a high standard of support to Clinical staff handling telephone calls.
• To use an electronic referral process (SystmOne) to ensure requests are responded to in a professional, confidential and efficient manner.
• To receive requests from patients and carers, acute hospitals, GP practices, Social Services and health care agencies.
• To communicate directly with members of the public and other services.
• To abide by Trust policies and procedures.
• To be an effective part of the team contributing to the departmental objectives.
• Post holder will be expected to contribute to housekeeping and other office duties as required e.g. general tidiness, pre‑determined stock levels are met and equipment is clean, and stored correctly.

Person Specification

KNOWLEDGE

• Office Procedures
• Microsoft Office IT packages
• SystmOne IT package

SKILLS

• Awareness of the need for confidentiality at all times
• Working as part of a team
• Working with minimum supervision using own initiative
• Ability to work within a changing environment
• Experience of working within a multi‑agency environment

EXPERIENCE

• Good standard of General Education
• Experience of using SystmOne IT package (training will be given)
• Awareness of NHS policies and procedures

QUALIFICATIONS

• ECDL

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