Job vacancy: Waiting List and Bookings Officer, The Newcastle upon Tyne Hospitals NHS Foundation Trust, 317 01 Freeman Hospital

Job summary

Main area: 317 NCle Nuclear Medicine Admin
Grade: Band 3
Contract: Permanent
Hours: Part time - 22.5 hours per week (Monday-Wednesday 08:30-16:30)
Job ref: 317-2025-44-16-DR-VA1

Employer: The Newcastle upon Tyne Hospitals NHS Foundation Trust
Employer type: NHS
Site: Freeman Hospital
Town: 317 01 Freeman Hospital
Salary: £24,937 - £26,598 pro rata
Salary period: Yearly
Closing: 09/11/2025 23:59
Interview date: 19/11/2025

Waiting List and Bookings Officer

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.

Detailed job description and main responsibilities

The post holder works in a multidisciplinary administration team consisting of receptionists, secretarial and waiting list staff.
To undertake a range of duties to ensure an accurate and efficient waiting list and bookings service is available to specialised medical units within the
Radiology Directorate.
To act as a first point of contact for the unit and co-ordinate all patient
appointments and enquiries using initiative to discern between queries ensuring minimum interruption to the unit or immediate response depending upon appropriate action.
To be responsible for the achievement of all NHS Waiting Time targets including but not excusive to Cancer Waits, Diagnostic and Therapeutic Waits.
To work on a rotational basis covering reception duties.
The post holder will be expected to work Trust wide with varying working patterns including but not restricted to 8.00 to 20.00 Monday to Saturday.
To participate in all aspects of the administration service within Radiology.

Person specification

Qualifications & Education

Essential criteria

NVQ level 3 or equivalent or equivalent experience.
ECDL, Microsoft Office Specialist or equivalent experience.
Educated to GCSE level, with GCSE Grade 4 or above in English or equivalent or relevant experience

Desirable criteria

Minimum of 5 GCSEs grade 4 or above including Mathematics and English or equivalent.

Knowledge & Experience

Essential criteria

Significant experience in an administrative role in a NHS / health care environment or comparable organisation.
Experienced in Microsoft Office packages (Excel, Word, etc).
Have a familiarity with Hospital Information Management Systems such as PAS and of medical terminology.
Knowledge of NHS Waiting Times Directives
Knowledge of Confidentiality
Experience in efficient, accurate, high volume date.
Have an understanding of the NHS, including recent reforms such as Freedom of information, Caldecott Guardians.

Desirable criteria

Previous experience in a higher clerical role
Knowledge of Radiology Waiting Time Directives and pathways.

Skills & Abilities

Essential criteria

Excellent communication and interpersonal skills across a multi-disciplinary team
Excellent organisational and time management skills with the ability to prioritise tasks
Articulate with excellent communication and interpersonal skills – must be mature and able to communicate information to patients, emphasise and deal sympathetically with matters of a sensitive nature (recent diagnosis of cancer, LMP, patients requiring Hystro appointments etc.).
Possess a high degree of judgement

Important note on completion of reference section of Application Form

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.