Waiting List and Bookings Officer

Waiting List and Bookings Officer

The closing date is 08 December 2025

An exciting opportunity has arisen to join a small specialist team in the Dental Radiology Department, within the Newcastle Dental Hospital. We are looking for a highly motivated Waiting List/Bookings Officer who will be responsible for undertaking a range of duties to ensure the effective and smooth running of walk in and scheduled Dental Radiology procedures.

The post holder will act as a first point of contact for the unit and co ordinate all patient appointments and enquiries. They will manage a varied and complex workload, prioritising tasks to ensure smooth running of the department and efficient service for patients and other stakeholders.

They will work as part of a multi disciplinary team, handling referrals, queries and requests from clinical and clerical colleagues in radiology, the dental hospital and from external professionals. This position will best suit a candidate who enjoys working with the public, has a strong sense of teamwork and puts the patient at the centre of everything they do.

• Interview Date Thursday 18 December 2025
• 35 Hours/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

Although largely desk based, a small proportion of this role may include assisting Radiologists and Radiographers in dental radiology procedures e.g ultrasound.

Main duties include being the first point of contact for the department and coordinating all patient appointments and enquiries. The post holder will also manage referrals from a variety of sources, using appropriate knowledge and judgement to ensure patients are seen in a timely manner.

They will offer a person centred approach to all patients and stakeholders associated with the Dental Radiology department, maintaining a professional demeanour at all times. They will have excellent communication and interpersonal skills to enable effective working within a multi disciplinary team and be highly organised with excellent time management skills.

They will interact with the public, patients and other healthcare professionals on a daily basis and will come into contact with a wide range of patients, many of whom will be distressed, emotional and anxious. Some may be dental phobic.

About us

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
• Newcastle Fertility Centre
• Northern Centre for Cancer Care, North Cumbria
• 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.

Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.

Job responsibilities

• The post holder works in a multidisciplinary administration team consisting of receptionists, secretarial and waiting list staff.
• To undertake a range of 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 Sunday.
• To participate in all aspects of the administration service within Radiology.

Person Specification Qualifications & Education

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

Knowledge & Experience

• 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
• 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

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

The Newcastle upon Tyne Hospitals NHS Foundation Trust