Job vacancy: Departmental Coordinator, The Newcastle upon Tyne Hospitals NHS Foundation Trust, 317 01 Freeman Hospital

Job summary

Main area: 317 ENT Outpatients Admin - FH
Grade: Band 4
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 317-2025-21-12-DR

Employer: The Newcastle upon Tyne Hospitals NHS Foundation Trust
Employer type: NHS
Site: Freeman Hospital
Town: 317 01 Freeman Hospital
Salary: £26,530 - £29,114 per annum
Salary period: Yearly
Closing: 28/05/2025 23:59
Interview date: 12/06/2025

Departmental Coordinator

Band 4

Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS foundation trusts in the country, with around 15,000 staff and an annual budget of £1.6 billion.

We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.

We’re in the top five providers of specialised health services in the country, supporting people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.

Our staff oversee around 6,500 patient contacts each day, delivering high standards of healthcare.

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 (Shine) 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.

Detailed job description and main responsibilities

To deliver effective, accurate and timely management of the department’s medical rota management system, Medirota
To oversee key areas of rostering and reports and monitor attendance management, facilitate rota design / creation, doctors’ changeover, induction for medical staff etc
To provide administrative support to other tiers of medical staff within the department, including input of leave into ESR and monitoring of essential training
To take minutes at departmental meetings e.g. clinical governance and consultant meetings
To provide wider Directorate administrative support as and when required to cross cover leave/sickness
To support the management team in gathering and displaying data about the service for business purposes in service planning
To supervise and support development of the band 3 Scheduling Officer
To continually seek out and make recommendations for service improvement in own area
Diary management Head of Service / Clinical Director / Directorate Manager / Assistant Directorate Manager
To support the management team in assisting with collation, and numerical and graphical presentation of information for business purposes in service planning
To collect, input and analyse data on a regular basis.

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.

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.

Person specification

KNOWLEDGE

Essential criteria

Excellent knowledge and competencies within Microsoft Office software.

Desirable criteria

Knowledge of information analysis and the use of information within the NHS.

SKILLS

Essential criteria

Excellent communication skills – both written and oral.

Desirable criteria

Advanced level of skills in writing Excel formulae and functions

EXPERIENCE

Essential criteria

Previous working experience with databases, (eg Medirota, Erecord) and other PAS systems
Previous working experience in developing and working with databases

Desirable criteria

Experience of supervising staff to achieve accurate and timely outcomes
Experience of minute taking
Experience of training/mentoring team members

QUALIFICATIONS

Essential criteria

Good standard of English, at GCSE or equivalent level
NVQ level IV or equivalent experience

Desirable criteria

Diploma (or equivalent qualification e.g. NVQ 4 etc) or, equivalent experience of information handling and analysis gained in a work environment.

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.

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.