The Newcastle upon Tyne Hospitals NHS Foundation Trust

Clinical Administrator

The closing date is 25 January 2026

Job summary

The Clinical Administrator will provide efficient and effective administrative and clerical support to Clinical Nurse Specialist teams along with the Cancer care Co-ordinator within the plastics department.

The postholder will play a key role ensuring the smooth day to day running of the service, enabling Specialist Nurses to focus on delivering high quality patient care. The successful candidate will act as the first point of contact, handling enquires via phone, triaging incoming calls, email, and directing callers to the appropriate person or department.

The post will include creating, updating and maintaining accurate electronic and paper-based patient records, booking, changing and cancelling patient appointments and liaising with OPD/waiting list teams. General clerical duties include managing incoming e-mails to the Skin Clinical Nursing team, Breast Reconstruction Clinical Nursing team and Plastics Clinical Nurse Specialist, filing, photocopying, scanning and diary management. The successful candidate will assist in the making up of patient information packs and setting up support groups for the patients to attend.

Uploading patient data to NHS IT systems and databases will also be expected, with somerset cancer entries taking priority.

The role is demanding but rewarding, requiring a highly organised and compassionate individual to support both the clinical team and patients throughout their care journey.

Main duties of the job

Patient Records Management:Creating, updating, and maintaining accurate electronic and paper-based patient records in line with data protection and confidentiality policies.
Data Entry:Accurately inputting data into various NHS IT systems (e.g. eRecord, or department-specific/ Skin Cancer Nursing team databases/Breast Reconstruction databases including Summerset entries. Involvement with data collection and audits to analyse the service's and improve patient care.

Appointment and Diary Management: Booking, re-scheduling, and cancelling patient appointments: Organise and maintain electronic diaries for the Nurse specialist teams. This includes scheduling appointments, meetings, and educational sessions, and arranging for clinic cancellations/rescheduling during leave.

General Clerical Duties:Managing incoming emails, filing, photocopying, scanning, and making up patient information packs

Patient Contact and Communication:Act as a primary point of contact for patients, their relatives, and GPs, handling inquiries in a sensitive, empathetic, and confidential manner, referring to clinical staff when necessary. Handling enquiries via phone, email, and in person, and directing callers to the appropriate person or department. Communicate effectively with members of the multi-disciplinary team to avoid delays in pathway and keep patients informed.

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:

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

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 HospitalsandNewcastle Hospitals NHS Foundation Trust

Date posted

13 January 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

317-2025-33-015-A-VA1

Job locations

Royal Victoria Infirmary

317 02 Royal Victoria Infirmary

NE1 4LP

Job description

Job responsibilities

Interview Date: 2nd February 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

Pathway Coordination: Help manage patient pathways, ensuring that all necessary information (case notes, test results, scans) are available for clinics.

Ability to work independently using initiative but also working effectively as a team member.

Triage telephone contacts providing basic advice and refer to the clinical nursing teams as required or signpost patients to other sources such as booking and scheduling.

Job Purpose

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

Interview Date: 2nd February 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

Pathway Coordination: Help manage patient pathways, ensuring that all necessary information (case notes, test results, scans) are available for clinics.

Ability to work independently using initiative but also working effectively as a team member.

Triage telephone contacts providing basic advice and refer to the clinical nursing teams as required or signpost patients to other sources such as booking and scheduling.

Job Purpose

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.