What are the responsibilities and job description for the Clinical Ward Administrator position at Freeman Hospital?
Employer heading
Clinical Ward Administrator
Band 3
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.
Job Overview
An exciting opportunity has arisen within the Institute of Transplant Outpatients for a highly motivated, enthusiastic and experienced Clinical Ward Administrator based at Freeman Hospital.
Applicants must be able to demonstrate excellent communication, organisational and interpersonal skills, as liaison with other disciplines and patients is an integral part of this role.
Main duties of the job
The applicant will be required to provide and maintain a high-quality service to co-ordinate and maintain a comprehensive administrative role for the Institute of Transplantation Outpatient department. Working as part of the Outpatient Clinical Team to provide robust support to Consultants, Nurses, Medical Staff and other Clinical members of the team e.g. Specialist Nurses. The applicant will also be required to perform other clerical duties within the service.
It is desirable that applicants have experience and knowledge of medical NHS settings, patient processes and booking systems. Applicants should be well-motivated, able to work under pressure, accurately and efficiently, both on their own and as part of a team. The role will be working in a clinical environment with a number of colleagues, organising, co-ordinating and processing appointments for patients attending the Institute of Transplant.
The Applicant must also be able to demonstrate an understanding of medical and nursing terminology. Be able to support the departments management team by providing administrative assistance in department meetings, be able to plan and prioritise own work tasks and work closely with other Clinical Ward Administrators to provide training, support and shared learning.
Working for our organisation
Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
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
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
Qualifications & Education
Essential criteria
Essential criteria
Essential criteria
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.
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.
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.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
Name Jennifer Allen Job title Sister Email address jennifer.allen20@nhs.net Telephone number 0191 2138049 Additional information
Informal visits welcomed
Clinical Ward Administrator
Band 3
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.
Job Overview
An exciting opportunity has arisen within the Institute of Transplant Outpatients for a highly motivated, enthusiastic and experienced Clinical Ward Administrator based at Freeman Hospital.
Applicants must be able to demonstrate excellent communication, organisational and interpersonal skills, as liaison with other disciplines and patients is an integral part of this role.
- Interview Date: Friday 11 April 2025
- 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.
Main duties of the job
The applicant will be required to provide and maintain a high-quality service to co-ordinate and maintain a comprehensive administrative role for the Institute of Transplantation Outpatient department. Working as part of the Outpatient Clinical Team to provide robust support to Consultants, Nurses, Medical Staff and other Clinical members of the team e.g. Specialist Nurses. The applicant will also be required to perform other clerical duties within the service.
It is desirable that applicants have experience and knowledge of medical NHS settings, patient processes and booking systems. Applicants should be well-motivated, able to work under pressure, accurately and efficiently, both on their own and as part of a team. The role will be working in a clinical environment with a number of colleagues, organising, co-ordinating and processing appointments for patients attending the Institute of Transplant.
The Applicant must also be able to demonstrate an understanding of medical and nursing terminology. Be able to support the departments management team by providing administrative assistance in department meetings, be able to plan and prioritise own work tasks and work closely with other Clinical Ward Administrators to provide training, support and shared learning.
Working for our organisation
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
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 as part of the ward based clinical team to provide a comprehensive support service to Consultants, Nurses, Medical Staff and other clinical members of the team e.g., Specialist Nurses.
- Communicates with patients regarding management of appointments and admissions at the request of the medical team.
- Provide cover for other Clinical Ward Administrators across the Trust as required
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
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
Essential criteria
- Experience of administrative procedures
- NHS Administration/Secretarial experience
- Working Knowledge of NHS Systems e.g., eRecord, System One
- Knowledge of medical terminology
- Previous experience of audit and data gathering
Essential criteria
- IT Skills to include MS office software packages
- Keyboard 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
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.
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.
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.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
- JD & PS (PDF, 280.4KB)
- Newcastle Staff Benefits (PDF, 274.4KB)
- Behaviour and Civility Charter (PDF, 93.8KB)
Further details / informal visits contact
Name Jennifer Allen Job title Sister Email address jennifer.allen20@nhs.net Telephone number 0191 2138049 Additional information
Informal visits welcomed
