Job summary
An exciting opportunity has arisen for a motivated, organised and enthusiastic individual to join the Respiratory Department within the Medicine and Emergency Care Clinical Board as a Clinical Administrator, based at the Royal Victoria Infirmary.
The postholder will work closely with consultants, medical staff and the wider administrative team to provide a high-quality and efficient administrative service. They will need to be able to work independently as well as part of a team, follow Trust policies and procedures, and manage a varied workload. Excellent communication skills, strong time-management, reliability, flexibility and attention to detail are essential for this role. The nature of the department means the workload can be quite demanding, but also highly rewarding.
- Interview Date Monday 26 January 2026
- 37 Hours 30 Minutes/Week
- 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
Main duties of the job
Working within a friendly and supportive team, the role also offers an interesting opportunity to support the Respiratory Multidisciplinary Team (MDT) Co-ordinator. This will include helping to collate clinical information, prepare documentation, and contribute to the smooth running of MDT processes thus enabling the successful candidate to further develop their current knowledge, skills and ability. The successful candidate will also be expected to cover the MDT Meetings on occasions when the MDT Co-ordinator is on annual leave or sickness absence.
Previous administration or secretarial experience within an NHS setting is desirable but not essential, as full training will be provided. Strong keyboard skills and a proactive approach to learning are required.
If you are looking for a varied role in a welcoming and supportive team, with opportunities to develop your administrative and organisational skills, we would be delighted to receive your application.
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
- Cramlington Manor Walks
- Urgent treatment centres
- 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 description
Job responsibilities
- The postholder will be required to provide an efficient administrative service to the clinicians and their teams.
- Daily tasks will include audio typing and proof reading (VR dictation), finalising correspondence, processing incoming/outgoing correspondence and referrals.
- Talking to patients over the telephone and ensuring their queries are dealt with efficiently and fielding queries as required.
- Opening and distributing post for clinical team.
- Making ad hoc appointment and requesting clinic builds.
- Chasing results and/or checking appointments as requested.
- Working as a team to ensure smooth day to day running of the department.
- Ad hoc duties requested by clinical team.
- Diary management as required.
- Provide cover for the Senior Medical Secretary/Team Leader as required.
- Provide cover for the Respiratory MDT Co-ordinator as required.
- Cover Clinical Administrator/Support Secretary posts Trust wide as required.
- 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
Job description
Job responsibilities
- The postholder will be required to provide an efficient administrative service to the clinicians and their teams.
- Daily tasks will include audio typing and proof reading (VR dictation), finalising correspondence, processing incoming/outgoing correspondence and referrals.
- Talking to patients over the telephone and ensuring their queries are dealt with efficiently and fielding queries as required.
- Opening and distributing post for clinical team.
- Making ad hoc appointment and requesting clinic builds.
- Chasing results and/or checking appointments as requested.
- Working as a team to ensure smooth day to day running of the department.
- Ad hoc duties requested by clinical team.
- Diary management as required.
- Provide cover for the Senior Medical Secretary/Team Leader as required.
- Provide cover for the Respiratory MDT Co-ordinator as required.
- Cover Clinical Administrator/Support Secretary posts Trust wide as required.
- 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
Essential
- oLevel 3 qualification in administration or equivalent/relevant experience in administrative role(s)
- oEnglish qualification at Level 2 (GCSE Grades 9-4 or A*-C, or Functional or Key Skills at Level 2)
- oMaths qualification at Level 1 (GCSE Grades 3-2 or D-F, or Functional or Key Skills at Level 1
Knowledge & Experience
Essential
- oExperience of secretarial/administrative procedures
Desirable
- oNHS Administration/Secretarial experience
- oWorking Knowledge of NHS Systems e.g. eRecord, System One
- oKnowledge of medical terminology
Skills & Abilities
Essential
- oIT Skills to include MS Office software packages e.g. Microsoft Word, Excel, Outlook and PowerPoint
- oAdvanced keyboard skills including a high standard of word processing skills
- oExcellent communication skills
- oAbility to work without direct supervision
- oAbility to manage time effectively and work on own initiative
- oAbility to accurately input, collate and present information
Person Specification
Qualifications & Education
Essential
- oLevel 3 qualification in administration or equivalent/relevant experience in administrative role(s)
- oEnglish qualification at Level 2 (GCSE Grades 9-4 or A*-C, or Functional or Key Skills at Level 2)
- oMaths qualification at Level 1 (GCSE Grades 3-2 or D-F, or Functional or Key Skills at Level 1
Knowledge & Experience
Essential
- oExperience of secretarial/administrative procedures
Desirable
- oNHS Administration/Secretarial experience
- oWorking Knowledge of NHS Systems e.g. eRecord, System One
- oKnowledge of medical terminology
Skills & Abilities
Essential
- oIT Skills to include MS Office software packages e.g. Microsoft Word, Excel, Outlook and PowerPoint
- oAdvanced keyboard skills including a high standard of word processing skills
- oExcellent communication skills
- oAbility to work without direct supervision
- oAbility to manage time effectively and work on own initiative
- oAbility to accurately input, collate and present information
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.
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