What are the responsibilities and job description for the Secretary/ Clerical Officer position at Freeman Hospital?
Employer heading
Secretary/ Clerical Officer
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
We are looking for a dynamic, motivated, organised individual to join our Admin team.
We are a multi disciplinary team with over 400 staff and we pride ourselves in achieving the highest standards of cleaning through out the Hospital by working in line with National standards.
We are looking for a motivated individual to join our team within Hotel Services, so if you hold or are working towards an NVQ level 3 in Administration or similar or equivalent qualification this role may be for you.
The ideal candidates will be able to demonstrate excellent communication, both verbal and written; time management skills and be able to organise and prioritise day-to-day tasks.
Being able to work as part of a team and also on your own initiative, flexibility to business needs is paramount to this role, as the post holder will be expected to cover colleagues during periods of absence.
Hours Of Post Are As Follows
08:30-13:30 Wednesday
08:30-14:00 Thursday & Friday
Main duties of the job
Based within Estates department at RVI, the post holder will provide clerical/administrative support to the Department Management team. The post holder will manage front of house reception for the Hotel Services department and staff locker allocation in central change areas. The post holder will be responsible for inputting staff data into electronic systems and advise on anomalies and also preparing formal letters and documentation for HR purposes, ensuring accuracy and confidentiality at all times.
Flexibility in the role is a must due to business demands, holidays and possible absences.
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.
Our staff oversee around 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
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 Marlena Swachta Job title Assistant Hotel Services Manager Email address marlena.swachta@nhs.net Telephone number 01912824356
Secretary/ Clerical Officer
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
We are looking for a dynamic, motivated, organised individual to join our Admin team.
We are a multi disciplinary team with over 400 staff and we pride ourselves in achieving the highest standards of cleaning through out the Hospital by working in line with National standards.
We are looking for a motivated individual to join our team within Hotel Services, so if you hold or are working towards an NVQ level 3 in Administration or similar or equivalent qualification this role may be for you.
The ideal candidates will be able to demonstrate excellent communication, both verbal and written; time management skills and be able to organise and prioritise day-to-day tasks.
Being able to work as part of a team and also on your own initiative, flexibility to business needs is paramount to this role, as the post holder will be expected to cover colleagues during periods of absence.
Hours Of Post Are As Follows
08:30-13:30 Wednesday
08:30-14:00 Thursday & Friday
- Interview Date: 22nd December 2025
- 16 hours per week - Part time hours available/flexible working required.
- 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
Based within Estates department at RVI, the post holder will provide clerical/administrative support to the Department Management team. The post holder will manage front of house reception for the Hotel Services department and staff locker allocation in central change areas. The post holder will be responsible for inputting staff data into electronic systems and advise on anomalies and also preparing formal letters and documentation for HR purposes, ensuring accuracy and confidentiality at all times.
Flexibility in the role is a must due to business demands, holidays and possible absences.
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.
Our staff oversee around 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 a team to provide comprehensive and efficient administration and clerical services to the Department Managers. This will include, managing front of house reception, including handling a high volume of incoming calls, liaising with Head of Nursing to arrange audits across site and preparing outcomes following Head of Nursing audits, completing staff timesheets for payroll, inputting staff data into electronic system, including daily process of Allocate and advise on anomalies, liaising with HR for staff meetings and prepare invites and complete outcome letters, managing all staff locker allocation in main changing areas.
- The post holder will provide clerical assistance and support to the Department Managers.
- To liaise with Head of Nursing to arrange audits across site and prepare outcomes. To deal with telephone enquiries from all disciplines forwarding onto the relevant personnel as appropriate
- Establish and maintain a good working relationship and communication with all disciplines and departments
- To assist in providing training to new members of administrative team.
- To provide administrative and operational support to the Manager in HR functions. additional clerical duties as required
- To promote equality and diversity and report any discrimination to line manager
Qualifications & Education
Essential criteria
- Good standard of English Language / Maths at GCSE grade 4 and above or equivalent experience and in-depth knowledge of office administrative procedures and practices.
- NVQ Level 3 in Administration or equivalent experience
Essential criteria
- Good level of experience in an administrative role.
- Working knowledge of Microsoft Office and ability to use NHS computerised systems, ERA systems and ESR.
- Previous NHS Experience in Admin.
- Experience at Secretarial level.
Essential criteria
- Good communication skills and interpersonal skills
- Good organisational skills with the ability to prioritise workload and met deadlines
- Able to work effectively as part of a multidisciplinary team
- Ability to make decisions
- High level of accuracy and presentation
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, 210.2KB)
- Newcastle Staff Benefits (PDF, 274.4KB)
- Behaviour and Civility Charter (PDF, 93.8KB)
Further details / informal visits contact
Name Marlena Swachta Job title Assistant Hotel Services Manager Email address marlena.swachta@nhs.net Telephone number 01912824356