Clinical Administrator

Job overview

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

• Interview Date Friday 28 November 2025
• 18 Hours 45 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.

NO AGENCIES PLEASE

Main duties of the job

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.

Detailed job description and main responsibilities

The Children's Holistic Integrated Palliative Care Service (CHIPS) is a dedicated regional service providing expert palliative care and support to babies, children, and young people with serious or life-limiting conditions, and their families. Based at the Great North Children's Hospital (GNCH), the team also works across the North East and North Cumbria, coordinating care in hospitals, hospices, and community settings. The service's work is focused on enhancing the quality of life for children and supporting the physical, emotional, social, and spiritual well-being of the patient and their family.  The CHIPS team provides a range of crucial support, including:

• Introducing palliative care and ongoing support to families at all stages of a child's illness.
• Coordinating complex symptom management.
• Supporting families during end-of-life care and providing bereavement support.
• Working alongside other clinical teams involved in a child’s care.

As a key point of contact for patients, families, and external agencies, 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