Clerical Assistant

NHS; United Kingdom; Remote; GBP 21,000 - 25,000; Full time

Benefits offered by this job

Flexible working options

Staff benefits information

Job summary

The Newcastle upon Tyne Hospitals NHS Foundation Trust is seeking an organised Clerical Assistant to provide high-quality administrative support to our Community Clinics and Services across Newcastle. You will handle referrals, maintain patient records and support a busy clinical team.

The successful candidate will be confident communicating with patients and staff, be able to prioritise a varied workload and work flexibly across shifts, including evenings and weekends as required.

Qualifications

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

Responsibilities

• Providing 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 per local procedures.
• Collaborating with colleagues to support high‑quality patient care.
• Ensuring confidentiality is maintained at all times in line with Trust policies and procedures.
• Supporting clinical staff with telephone calls.
• Receiving requests from patients and carers, acute hospitals, GP practices, Social Services and health care agencies.
• Communicating with members of the public and other services.
• Contributing to housekeeping and other office duties as required.

Skills

Confidentiality awareness

Teamwork

Initiative

Adaptability

Multi-agency collaboration

Education

ECDL

Tools

SystmOne

Microsoft Office

Job description

Go back The Newcastle upon Tyne Hospitals NHS Foundation Trust

Clerical Assistant

The closing date is 20 September 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 across our Community Services, including:

• Single Point of Access (SPA)based atRegent Point, Gosforth, providing administrative support and operating a busy telephone service.
• Urgent Treatment Centres and Resource Centresbased across the city, supporting a range of community healthcare services.

We also have a Fixed Term position within the Chromic Disease Monitoring Service currently based at Molineux Centre.

• Interview Date Monday 05 October 2026
• Full & Part Time Hours/Week - Permanent Positions
• 1 x Fixed Term 22 Hours 30 Minutes/Week until 04 April 2027

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.

Whilst Newcastle Hospitals are a forward thinking and highly innovative organisation, the use of Third-Party Artificial Intelligence (AI) presents a risk to the integrity of our Recruitment & Selection processes. If you use AI, and it poses a risk to the integrity of your individual application or to the recruitment process, we may withdraw your application at any stage of the process.

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