The Newcastle upon Tyne Hospitals NHS Foundation Trust

Administration Team Lead

The closing date is 07 December 2025

Job summary

We are looking for two enthusiastic, highly motivated and forward-thinking individuals to undertake two separate Senior Clinical Administrator/Team Lead roles, one for the Connective Tissue Disease Team and the other for the General Rheumatology/Metabolic Bone Team in the Department of Rheumatology at the Freeman Hospital, part of the Newcastle upon Tyne Hospitals NHS Foundation Trust.

Both administrative roles, based within Rheumatology, involve working closely with medical and nursing staff. The post holders will be responsible for the organisation of secretarial support to the consultants, junior medical staff and other clinical staff within the consultant team and for the supervision of established teams to include carrying out annual appraisals and supporting in the recruitment of any additional Band 3 Clinical Administrators.

The post holders must be able to work independently and follow the policies and procedures for the department. The successful candidates will be able to demonstrate excellent communication skills, flexibility, reliability and must have an organised approach to work. Previous experience as a medical secretary/clinical administrator is essential for these roles. There will be lots of variety and ad-hoc demands in these roles and the opportunity to work with long established teams offering support and expertise to further develop existing knowledge and skills.

Main duties of the job

Interview Date: 9 January 2026
1 x 37.5 hour post and 1 x 30-hour post
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 AGENCIES PLEASE

Supervise a team of secretarial staff to provide secretarial support to a team of Consultants, Junior Medical Staff and other clinical staff within their team, ie. Clinical Nurse Specialists and Clinical Lead Pharmacists.
Prioritise workload to ensure that the team provide a professional service to all concerned in a timely manner.
Undertake the proof-reading of letters generated using voice recognition as well as the audio-typing of ad hoc tapes.
Deal with all telephone enquires promptly and efficiently and supporting the Rheumatology Advice Line.
Communicate with patients regarding appointments and admissions at the request of medical staff and liaising with various nursing teams and staff in MSU Outpatients and Rheumatology Day Unit.
Flexible to undertake ad hoc duties as required to support the needs of the service.
Cover admin posts Trust wide as required.

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 over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:

o Freeman Hospital

o Royal Victoria Infirmary (RVI)

o Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)

o Newcastle Dental Hospital

o Newcastle Fertility Centre

o Northern Centre for Cancer Care, North Cumbria

o Northern Genetics Service

o Cramlington Manor Walks

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

Date posted

27 November 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

317-2025-44-17-DR-VA1

Job locations

Freeman Hospital

317 01 Freeman Hospital

NE1 4LP

Job description

Job responsibilities

To provide a secretarial service to our patients, families, and wider clinical teams
Responsible for the organisation of secretarial support to Consultants, Junior Medical Staff and other clinical staff within the Consultants team i.e. Specialist Nurses.
Responsible for the day to day management of the administrative/secretarial team, including supervision of the administrative staff, delegation of tasks and coordination of annual leave and undertake appraisals of junior staff.
Audio typing of letters and documents and effective use of the Voice Recognition system.
Deal with telephone enquiries promptly

Job description

Job responsibilities

To provide a secretarial service to our patients, families, and wider clinical teams
Responsible for the organisation of secretarial support to Consultants, Junior Medical Staff and other clinical staff within the Consultants team i.e. Specialist Nurses.
Responsible for the day to day management of the administrative/secretarial team, including supervision of the administrative staff, delegation of tasks and coordination of annual leave and undertake appraisals of junior staff.
Audio typing of letters and documents and effective use of the Voice Recognition system.
Deal with telephone enquiries promptly

Person Specification

Knowledge & Experience

Essential

Experience, equivalent to NVQ level 4, of working as part of a wider administrative team.
Experience of healthcare (patient related) administrative procedures
Experience providing secretary and administrative support
Knowledge of and ability to work effectively with a multi-speciality outpatients department
Understanding of patient's confidentiality issues and the Data Protection Act 1998

Desirable

Previous NHS experience
Experience as a medical secretary
Knowledge and experience of NHS procedures and policies
Good knowledge of patient NHS systems

Skills & Abilities

Essential

Good customer care skills
Capability of managing / liaising within a multi-disciplinary team
Good team player with ability to work effectively as part of a team and using own initiative
Strong organisational and time management skills with the ability to work effectively to tight deadlines
Excellent communication skills both verbal and written
Strong IT skills
Ability to lead and motivate staff

Person Specification

Knowledge & Experience

Essential

Experience, equivalent to NVQ level 4, of working as part of a wider administrative team.
Experience of healthcare (patient related) administrative procedures
Experience providing secretary and administrative support
Knowledge of and ability to work effectively with a multi-speciality outpatients department
Understanding of patient's confidentiality issues and the Data Protection Act 1998

Desirable

Previous NHS experience
Experience as a medical secretary
Knowledge and experience of NHS procedures and policies
Good knowledge of patient NHS systems

Skills & Abilities

Essential

Good customer care skills
Capability of managing / liaising within a multi-disciplinary team
Good team player with ability to work effectively as part of a team and using own initiative
Strong organisational and time management skills with the ability to work effectively to tight deadlines
Excellent communication skills both verbal and written
Strong IT skills
Ability to lead and motivate staff

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information