Clinical Administrator

NHS Trust; Newcastle upon Tyne; On-site; GBP 21,000 - 27,000; Full time

Job summary

Newcastle Hospitals NHS Foundation Trust is seeking a proactive Clinical Administrator to support the Dermatology Department. You will work closely with medical staff to provide efficient administrative services, manage patient queries, appointments and correspondence, and help maintain clinic letters and referrals.

Training will be provided, with emphasis on accuracy and confidentiality. The role offers the chance to develop administration skills within a supportive NHS team, with opportunities

Qualifications

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

Responsibilities

• Provide administrative support to Consultants and clinical teams.
• Handle appointments, referrals and clinic letters.
• Manage post, appointments, and clinic builds as required.
• Support team leaders and cover Trust-wide administrative posts.

Education

Level 3 administration qualification

GCSE English

GCSE Maths

Tools

MS Office

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 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 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 rewarded.

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.

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 Team Leader within your administration team as required
• Cover Clinical Administrator posts Trust wide as required.

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

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.

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.