Waiting List and Bookings Officer

Job Overview

We are looking for a highly motivated Waiting List/Bookings Officer to work within the Radiology Department at the Freeman Hospital. Working under the supervision of the Radiology Office Manager and Radiology Team Leaders, the Waiting List/Bookings Clerks will be responsible for undertaking 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.

The post holder will 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. The post holder will also be responsible for the achievement of all NHS Waiting Time targets including but not exclusive to Cancer Waits, Diagnostic and Therapeutic Waits.

Interview Date: Thursday 24 September 2026
Hours: 33 Hours/Week - Friday/Saturday/Monday/Tuesday (Radiology admin offer services Monday - Sunday 8am - 8pm)

Main duties of the job

• Work in a multidisciplinary administration team consisting of receptionists, secretarial and waiting list staff.
• 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.
• 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.
• Be responsible for the achievement of all NHS Waiting Time targets including but not exclusive to Cancer Waits, Diagnostic and Therapeutic Waits.
• Work on a rotational basis covering reception duties.
• Participate in all aspects of the administration service within Radiology.

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.

With around 2 million contacts with patients every year, we deliver care from: Royal Victoria Infirmary (RVI), Freeman Hospital, Newcastle Dental Hospital, Cramlington Manor Walks, Urgent treatment centres, Newcastle Fertility Centre, Northern Centre for Cancer Care (North Cumbria), and Northern Genetics Service. These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS. We also have offices at Regent Point in Gosforth and community sites.

Qualifications & Education

Essential:

• NVQ level 3 or equivalent or equivalent experience
• Educated to GCSE level, with GCSE Grade 4 or above in English or equivalent or relevant experience

Desirable:

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

Knowledge & Experience

Essential:

• ECDL, Microsoft Office Specialist or equivalent experience
• Significant experience in an administrative role in an 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:

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

Skills & Abilities

• 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

Additional information

Important note on completion of reference section: 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.

Further details / informal visits contact:
Name: Carl Scott
Job title: Office Manager
Email address: Carl.Scott2@nhs.net
Telephone number: 01912826943
Additional information: Jessica Horne: Senior Waiting List Coordinator 0191 91 77344