Clinical Administrator

Newcastle Hospitals; Newcastle upon Tyne; Remote; GBP 21,000 - 25,000; Full time

Job summary

The Newcastle upon Tyne Hospitals NHS Foundation Trust is seeking a Clinical Administrator to provide comprehensive administrative support to the Dermatology Department. You will handle patient queries by phone, manage clinic letters and referrals, and assist with appointment scheduling, post distribution, and department coordination.

Experience in NHS administration is preferred, but full training will be provided.

Qualifications

• Level 3 qualification in administration or equivalent/relevant experience
• English qualification at Level 2 (GCSE 9-4 / A*-C or Functional/Key Skills Level 2)
• Maths qualification at Level 1 (GCSE 3-2 or D-F or Functional/Key Skills Level 1)

Responsibilities

• Talk to patients by telephone and handle queries efficiently.
• Obtain information for patient queries and call them back.
• Keep dictation up-to-date for clinic letters, referrals and other correspondence.
• Open and distribute post for the clinical team.
• Arrange ad hoc appointments and clinic builds.
• Chase results and check appointments in other departments as requested.
• Work with other departments to ensure smooth day-to-day running of the department.
• Perform ad hoc duties as requested by the clinical team.

Skills

IT Skills

Word processing

Time management

Confidentiality

Education

Level 3 administration qualification

English Level 2 qualification

Maths Level 1 qualification

Tools

NHS Systems eRecord

System One

Job description

Go back The Newcastle upon Tyne Hospitals NHS Foundation Trust

Clinical Administrator

The closing date is 11 November 2026

An exciting opportunity has arisen for an enthusiastic, organised and motivated individual to join the Dermatology Department as a Clinical Administrator.

The role involves 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 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.

The role has lots of variety and ad-hoc demands and the post holder 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.

NO AGENCIES PLEASE

Main duties of the job

• Talking to patients over the telephone and ensuring that their queries are dealt with efficiently.
• Obtaining information for patient's queries where appropriate and calling them back.
• Keeping VR dictation up-to-date for the clinical team so that clinic letters, referrals and any other correspondence is sent out in a timely manner.
• Opening and distributing post for the clinical team.
• Making ad hoc appointments and requesting clinic builds.
• Chasing results and/or checking appointments in other departments have been requested.
• Working with other departments to ensure the smooth day-to-day running of the Dept.
• Ad hoc duties as requested by the clinical team.

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

• 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.

Person Specification

Qualifications & Education

• 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

• Experience of secretarial/administrative procedures
• NHS Administration/Secretarial experience
• Working Knowledge of NHS Systems e.g. eRecord, System One
• Knowledge of medical terminology

Skills & Abilities

• 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
• Ability to work without direct supervision
• Ability to manage time effectively and work on own initiative
• Ability to accurately input, collate and present information
• 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.

Employer name

The Newcastle upon Tyne Hospitals NHS Foundation Trust