Clinical Administrator

The Newcastle upon Tyne Hospitals NHS Foundation Trust; Newcastle upon Tyne; On-site; GBP 22,000 - 26,000; Full time

Job summary

The Newcastle upon Tyne Hospitals NHS Foundation Trust is seeking a Clinical Administrator to join the Urology Admin Team. You will coordinate, organise and book patients via our e-referral service, handling appointments and admissions with accuracy and care.

The role requires strong IT and MS Office skills, excellent communication, and the ability to work independently in a fast-paced NHS environment. Opportunities to support clinical staff and improve patient pathways are available.

Qualifications

• Level 3 qualification in administration or equivalent/relevant experience.
• English qualification at Level 2 (GCSE 9-4 or 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

• Coordinate, organise and book patients via the e-referral service.
• Provide cover for colleagues within the team during times of absence.
• Communicate with patients regarding appointments and admissions as requested by the medical team.

Skills

Communication skills

IT skills (MS Office)

Keyboard skills

Independent worker

Time management

Data handling

Education

Level 3 administration qualification

English Level 2 qualification

Maths Level 1 qualification

Tools

eRecord

System One

Job description

Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS hospital trusts in the country. We have around 16,000 staff and an annual budget of £1.7 billion.

With strong history of providing high quality care, clinical excellence, research and innovation regionally, nationally and internationally, w e’re in the top five providers of specialised health services in the country.

As well as providing a wide range of hospital and community services, we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.

We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, sex, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.

Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle (Shine) and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.

Job overview

An exciting opportunity has arisen within Urology for an enthusiastic, self-motivated and hard-working experienced Clinical Administrator to join our Admin Team.

The Urology Department at Freeman Hospital is one of the leading providers of urology services in the UK. We provide care to patients in the North East - around Newcastle upon Tyne and extending in to Cumbria and the Scottish borders.

The successful applicant should have excellent customer care and communication skills, a confident telephone manner, good IT skills, show attention to detail, excellent organisational skills, have the ability to use their own initiative and have previous experience of working in a fast paced office environment. Working well as part of a team and a positive proactive attitude is essential.

You will be expected to organise and prioritise your own workload and this will require you to be flexible and adaptable to meet the changing needs of the service.

• Interview Date Friday 09 October 2026

NO AGENCIES PLEASE

Main duties of the job

• The successful candidate will play a vital role in co‑ordinating, organising and booking patients via our e‑referral service.
• It is desirable that applicants have experience and knowledge of medical NHS settings, patient processes and booking systems.
• Applicants should be well‑motivated, able to work accurately and efficiently, both on their own and as part of a team.

We actively encourage candidates to contact the department before or after submitting their application to ask questions or to arrange a visit.

Working for our organisation

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:

• Northern Centre for Cancer Care, North Cumbria

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

Detailed job description and main 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 colleagues within your team during times of absence.

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.

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
• 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
• 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

Important note on completion of reference section of Application Form

All references from current and previous employers will be sought and must cover a minimum of 3 years employment. Therefore, when completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover 3 years employment. Failure to complete this section may result in your application not being processed.

Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month’s pay.

Candidates who are shortlisted for interview will be contacted by e‑mail. You should check your SPAM folders as well as your inbox. If you have not been contacted within 4 weeks of the closing date you should assume your application has been unsuccessful.