Job summary
- Main area
- 317 RHEUMATOLOGY MEDICAL SECRETARIES
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 30 hours per week
- Job ref
- 317-2026-09-24-DR-A
- Employer
- The Newcastle upon Tyne Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Freeman Hospital
- Town
- 317 01 Freeman Hospital
- Salary
- £25,760 - £27,476 pro rata
- Salary period
- Yearly
- Closing
- 19/04/2026 23:59
- Interview date
- 07/05/2026
Employer heading
Clinical Administrator
Band 3
Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS hospital trusts in the country. We have around 16,000 staff and an annual budget of £1.7 billion.
With strong history of providing high quality care, clinical excellence, research and innovation regionally, nationally and internationally, we’re in the top five providers of specialised health services in the country.
As well as providing a wide range of hospital and community services, we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
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.
Job overview
An exciting opportunity has arisen for an enthusiastic, organised and motivated person to join the Connective Tissue Disease Team in the Rheumatology Department within the Medicine and Emergency Care Clinical Board as a Clinical Administrator based at the Freeman Hospital.
The role will involve working closely with consultants, medical and admin team. Post holders will be required to provide an efficient administrative service to the clinicians and their teams. The ability to work independently and follow policies and procedures for the Board is essential. The successful candidate will be able to demonstrate excellent communication skills, flexibility, reliability, have an organised approach to work and attention to detail which are all essential to help support patient flow. The role can be very challenging and also very rewarding.
The roles have lots of variety and ad-hoc demands, the post holder must possess excellent time management and planning skills. The position provides the opportunity to work within a very supportive and welcoming team and to further develop existing knowledge and skills. Previous administration/secretarial experience in an NHS environment is preferred but not essential as full training is given, candidates must have excellent keyboard skills.
Main duties of the job
- Interview date:7 May 2026
- 30 hours/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
- The postholder will be required to provide an efficient administrative service to the clinicians and their teams.
- Daily tasks will include proof reading (VR dictation), finalising correspondence, processing incoming/outgoing correspondence and referrals. There may also be occasional ad hoc audio-typing required.
- 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.
- Cover Clinical Administrator/Support Secretary posts Trust wide as required.
Working for our organisation
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
Detailed job description and main responsibilities
• 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 criteria
- Level 3 qualification in administration or equivalent/relevant experience in administrative role(s)
- English qualification at Level 2 (GCSE Grades 9-4 or A*-C, or Functional or Key Skills at Level 2)
- Maths qualification at Level 1 (GCSE Grades 3-2 or D-F, or Functional or Key Skills at Level 1
Knowledge & Experience
Essential criteria
- Experience of secretarial/administrative procedures
Desirable criteria
- NHS Administration/Secretarial experience
- Working Knowledge of NHS Systems e.g. eRecord, System One
- Knowledge of medical terminology
Skills & Abilities
Essential criteria
- IT Skills to include MS Office software packages e.g. Microsoft Word, Excel, Outlook and PowerPoint
- Advanced keyboard skills including a high standard of word processing skills
- Excellent communication skills
- Ability to work without direct supervision
- Ability to manage time effectively and work on own initiative
- Ability to accurately input, collate and present information
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Wendy Gould
- Job title
- Administration Manager
- Email address
- [email protected]
- Telephone number
- 0191 2448622
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