Clinical Administrator

Job Summary

We are looking for an enthusiastic, compassionate, and highly organised Clinical Administrator to join our supportive and dynamic paediatric neurology team. You will be a vital part of the team, providing comprehensive administrative and clerical support to our consultant neurologists and neuro specialist nurses and other clinical staff.

Interview Date: 22 January 2026
Hours: 30 Hours/week

Please note:

this list of duties and responsibilities is not exhaustive and is subject to review based on the needs of the service.

• Acting as the first point of contact for families and external organisations, handling telephone and email enquiries with compassion and sensitivity.
• Managing electronic diaries for the clinical team, including arranging, rescheduling, and prioritising appointments for patients.
• Ensuring urgent referrals are prioritised and coordinating patient appointments and follow-ups to meet service deadlines.
• Maintaining and updating patient records accurately on electronic systems, adhering to data protection and confidentiality guidelines.
• Generating and formatting correspondence, reports, and other documents for the team.
• Arranging meetings and taking notes or minutes for internal review.
• Providing general administrative and clerical support, including photocopying, filing, and managing mail.
• Providing cover for other teams or colleagues as needed to ensure continuity of service.
• Proofreading clinic letters

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'.

Reference number: DR
Date posted: 29 December 2025
Pay scheme: Agenda for change
Band: Band 3
Salary: £24,937 to £26,598 a year pro rata
Contract: Permanent
Working pattern: Part-time
Job locations: Royal Victoria Infirmary
317 02 Royal Victoria Infirmary
NE1 4LP

As a key point of contact for patients, families, you must have a sensitive and professional approach and the ability to maintain the strictest confidentiality. The successful candidate will play a crucial role in ensuring the smooth day-to-day operation of the service, working independently and managing their own workload.

Previous administrative or secretarial experience within a busy office, preferably in a healthcare or NHS environment. Exceptional communication and interpersonal skills, with a compassionate and professional telephone manner. Excellent organisational and time-management skills, with the ability to manage a varied workload and prioritise effectively. Proficiency in IT systems, including Microsoft Office (Word, Excel, Outlook) and a willingness to learn new systems.

A sensitive, reliable, and flexible approach to work. The ability to work both independently and collaboratively as part of a team. A strong understanding of confidentiality and data protection. If you are a motivated and caring individual looking for a rewarding role where you can make a real difference, we encourage you to apply.

Full training will be provided.

• 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

Essential Qualification & Education

• 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

Essential Knowledge & Experience

• oExperience of secretarial/administrative procedures

Desirable

• oNHS Administration/Secretarial experience
• oWorking Knowledge of NHS Systems e.g. eRecord, System One
• oKnowledge of medical terminology

Essential Skills & Abilities

• oIT Skills to…