Secretary/ Clerical Officer

The Newcastle upon Tyne Hospitals NHS Foundation Trust; Newcastle upon Tyne; On-site; GBP 20,000 - 25,000; Part time

Job summary

A healthcare organization is seeking a dynamic Secretary/ Clerical Officer to join their Admin team in Newcastle upon Tyne. This part-time role involves providing crucial administrative support, managing reception tasks, and liaising with nursing staff for audits. Candidates should have NVQ Level 3 in Administration or equivalent, excellent communication skills, and experience in administrative positions, ideally within the NHS. Join our multidisciplinary team to contribute to high standards of service across the hospital facilities.

Qualifications

• Good level of experience in an administrative role.
• Previous NHS experience in Admin.
• Experience at Secretarial level.

Responsibilities

• Provide clerical support to the Department Management team.
• Manage front-of-house reception for the Hotel Services department.
• Input staff data into electronic systems and prepare documentation for HR purposes.
• Liaise with Head of Nursing to arrange audits.
• Assist in training new administrative team members.

Skills

Excellent communication skills

Time-management skills

Organisational skills

Interpersonal skills

Ability to work as part of a team

Decision-making ability

Education

NVQ Level 3 in Administration

Good standard of English Language / Maths (GCSE grade 4)

Tools

Microsoft Office

NHS computerised systems

ERA systems

ESR

Job description

Secretary/ Clerical Officer

The closing date is 14 December 2025

We are looking for a dynamic, motivated, organised individual to join our Admin team.

We are a multidisciplinary team with over 400 staff and we pride ourselves in achieving the highest standards of cleaning throughout the Hospital by working in line with National standards.

We are looking for a motivated individual to join our team within Hotel Services, so if you hold or are working towards an NVQ level 3 in Administration or similar or equivalent qualification this role may be for you.

The ideal candidate will be able to demonstrate excellent communication, both verbal and written; time‑management skills and be able to organise and prioritise day‑to‑day tasks.

Being able to work as part of a team and also on your own initiative, flexibility to business needs is paramount to this role, as the post holder will be expected to cover colleagues during periods of absence.

Hours of post are as follows:

08:30‑14:00 Thursday & Friday

16 hours per week – part‑time hours available/flexible working required.

Interview Date: 22nd December 2025

You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.

NO AGENT PLEASE

Main duties of the job

Based within Estates department at RVI, the post holder will provide clerical/administrative support to the Department Management team. The post holder will manage front‑of‑house reception for the Hotel Services department and staff locker allocation in central change areas. The post holder will be responsible for inputting staff data into electronic systems and advise on anomalies and also preparing formal letters and documentation for HR purposes, ensuring accuracy and confidentiality at all times.

Flexibility in the role is a must due to business demands, holidays and possible absences.

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.

Our staff oversee around 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:

• Freeman Hospital
• Royal Victoria Infirmary (RVI)
• Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)
• 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 as part of a team to provide comprehensive and efficient administration and clerical services to the Department Managers. This will include: managing front‑of‑house reception, handling a high volume of incoming calls, liaising with Head of Nursing to arrange audits across site and preparing outcomes following Head of Nursing audits, completing staff timesheets for payroll, inputting staff data into electronic system, including daily process of Allocate and advise on anomalies, liaising with HR for staff meetings and prepare invites and complete outcome letters, managing all staff locker allocation in main changing areas.
• The post holder will provide clerical assistance and support to the Department Managers.
• To liaise with Head of Nursing to arrange audits across site and prepare outcomes. To deal with telephone enquiries from all disciplines forwarding onto the relevant personnel as appropriate.
• Establish and maintain a good working relationship and communication with all disciplines and departments.
• To assist in providing training to new members of administrative team.
• To provide administrative and operational support to the Manager in HR functions. Additional clerical duties as required.
• To promote equality and diversity and report any discrimination to line manager.

Person Specification

Qualifications & Education

• Good standard of English Language / Maths at GCSE grade 4 and above or equivalent experience and in‑depth knowledge of office administrative procedures and practices.
• NVQ Level 3 in Administration or equivalent experience.

Knowledge & Experience

• Good level of experience in an administrative role.
• Working knowledge of Microsoft Office and ability to use NHS computerised systems, ERA systems and ESR.
• Previous NHS experience in Admin.
• Experience at Secretarial level.

Skills & Abilities

• Good communication skills and interpersonal skills.
• Good organisational skills with the ability to prioritise workload and meet deadlines.
• Able to work effectively as part of a multidisciplinary team.
• Ability to make decisions.
• High level of accuracy and presentation.

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.

The Newcastle upon Tyne Hospitals NHS Foundation Trust