Clinical Administrator

The Newcastle upon Tyne Hospitals NHS Foundation Trust; Ebbw Vale; On-site; GBP 22,000 - 28,000; Part time

Job summary

A healthcare organisation is looking for a motivated Clinical Administrator to join the Paediatric Intensive Care Team. This role involves providing crucial administrative support to a busy clinical team, managing communications, and handling patient enquiries. Candidates should have strong organisational skills, a Level 3 qualification in administration, and experience in administrative procedures. Flexible working arrangements are available, making it an excellent opportunity for work-life balance.

Benefits

Flexible working arrangements

Supportive working environment

Qualifications

• Experience of secretarial/administrative procedures.
• Knowledge of NHS systems (e.g. eRecord, System One) and medical terminology is desirable.

Responsibilities

• Organise meetings and prepare agenda items.
• Manage diary for Matron & Consultant Teams.
• Deal with patient enquiries.

Skills

Organisational skills

Communication skills

IT skills including MS Office

Time management

Ability to work independently

Education

Level 3 qualification in administration or equivalent/relevant experience

English qualification at Level 2

Maths qualification at Level 1

Tools

MS Office (Word, Excel, Outlook, PowerPoint)

Job description

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).