What are the responsibilities and job description for the Administration Team Lead position at Freeman Hospital?
Employer heading
Administration Team Lead
Band 4
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
We are looking for two enthusiastic, highly motivated and forward-thinking individuals to undertake two separate Senior Clinical Administrator/Team Lead roles, one for the Connective Tissue Disease Team and the other for the General Rheumatology/Metabolic Bone Team in the Department of Rheumatology at the Freeman Hospital, part of the Newcastle upon Tyne Hospitals NHS Foundation Trust.
Both administrative roles, based within Rheumatology, involve working closely with medical and nursing staff. The post holders will be responsible for the organisation of secretarial support to the consultants, junior medical staff and other clinical staff within the consultant team and for the supervision of established teams to include carrying out annual appraisals and supporting in the recruitment of any additional Band 3 Clinical Administrators.
The post holders must be able to work independently and follow the policies and procedures for the department. The successful candidates will be able to demonstrate excellent communication skills, flexibility, reliability and must have an organised approach to work. Previous experience as a medical secretary/clinical administrator is essential for these roles.
There will be lots of variety and ad-hoc demands in these roles and the opportunity to work with long established teams offering support and expertise to further develop existing knowledge and skills.
Main duties of the job
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:
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
Knowledge & Experience
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
Documents to download
Further details / informal visits contact
Name Wendy Gould Job title Admin Manager Email address w.gould@nhs.net Telephone number 0191 2448622
Administration Team Lead
Band 4
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
We are looking for two enthusiastic, highly motivated and forward-thinking individuals to undertake two separate Senior Clinical Administrator/Team Lead roles, one for the Connective Tissue Disease Team and the other for the General Rheumatology/Metabolic Bone Team in the Department of Rheumatology at the Freeman Hospital, part of the Newcastle upon Tyne Hospitals NHS Foundation Trust.
Both administrative roles, based within Rheumatology, involve working closely with medical and nursing staff. The post holders will be responsible for the organisation of secretarial support to the consultants, junior medical staff and other clinical staff within the consultant team and for the supervision of established teams to include carrying out annual appraisals and supporting in the recruitment of any additional Band 3 Clinical Administrators.
The post holders must be able to work independently and follow the policies and procedures for the department. The successful candidates will be able to demonstrate excellent communication skills, flexibility, reliability and must have an organised approach to work. Previous experience as a medical secretary/clinical administrator is essential for these roles.
There will be lots of variety and ad-hoc demands in these roles and the opportunity to work with long established teams offering support and expertise to further develop existing knowledge and skills.
Main duties of the job
- Interview Date: 9 January 2026
- 1 x 37.5 hour post and 1 x 30-hour post
- 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.
- Supervise a team of secretarial staff to provide secretarial support to a team of Consultants, Junior Medical Staff and other clinical staff within their team, ie. Clinical Nurse Specialists and Clinical Lead Pharmacists.
- Prioritise workload to ensure that the team provide a professional service to all concerned in a timely manner.
- Undertake the proof-reading of letters generated using voice recognition as well as the audio-typing of ad hoc tapes.
- Deal with all telephone enquires promptly and efficiently and supporting the Rheumatology Advice Line.
- Communicate with patients regarding appointments and admissions at the request of medical staff and liaising with various nursing teams and staff in MSU Outpatients and Rheumatology Day Unit.
- Flexible to undertake ad hoc duties as required to support the needs of the service.
- Cover admin posts Trust wide 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.
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
- To provide a secretarial service to our patients, families, and wider clinical teams
- Responsible for the organisation of secretarial support to Consultants, Junior Medical Staff and other clinical staff within the Consultants team i.e. Specialist Nurses.
- Responsible for the day to day management of the administrative/secretarial team, including supervision of the administrative staff, delegation of tasks and coordination of annual leave and undertake appraisals of junior staff.
- Audio typing of letters and documents and effective use of the Voice Recognition system.
- Deal with telephone enquiries promptly
Knowledge & Experience
Essential criteria
- Experience, equivalent to NVQ level 4, of working as part of a wider administrative team.
- Experience of healthcare (patient related) administrative procedures
- Experience providing secretary and administrative support
- Knowledge of and ability to work effectively with a multi-speciality outpatients department
- Understanding of patient’s confidentiality issues and the Data Protection Act 1998
- Previous NHS experience
- Experience as a medical secretary
- Knowledge and experience of NHS procedures and policies
- Good knowledge of patient NHS systems
Essential criteria
- Good customer care skills
- Capability of managing / liaising within a multi-disciplinary team
- Good team player with ability to work effectively as part of a team and using own initiative
- Strong organisational and time management skills with the ability to work effectively to tight deadlines
- Excellent communication skills both verbal and written
- Strong IT skills
- Ability to lead and motivate staff
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
Documents to download
- JD&PS (PDF, 258.4KB)
- Newcastle Staff Benefits (PDF, 274.4KB)
- Behaviour and Civility Charter (PDF, 93.8KB)
Further details / informal visits contact
Name Wendy Gould Job title Admin Manager Email address w.gould@nhs.net Telephone number 0191 2448622
