Waiting List Officer

Transformationunitgm; Newcastle upon Tyne; On-site; GBP 24,000 - 27,000; Full time

Job summary

A prominent NHS healthcare organization in Newcastle upon Tyne is seeking a Band 3 Waiting List Officer. This role involves managing waiting lists effectively while ensuring excellent patient communication and support. Ideal candidates will have experience in NHS administration, be self-motivated, and possess strong communication skills. This full-time position requires a proactive approach and the ability to work in a fast-paced environment. Salary ranges from £24,937 to £26,598 per annum.

Qualifications

• Experience in NHS administration and waiting list management.
• Self-motivated and reliable with excellent communication skills.
• Able to work efficiently with attention to detail.

Responsibilities

• Coordinate waiting lists efficiently in line with Trust policies.
• Liaise with consultants and admin teams for accurate management of waiting lists.
• Ensure communication with patients is professional and respectful.

Skills

NHS IT Systems

Good communication skills

Problem-solving skills

Patient-focused

Education

ECDL or equivalent experience

Tools

Microsoft Office (Excel, Word, Outlook)

Job description

Main area 317 Cardiothoracic Waiting List Management Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week Job ref 317-2026-02-10-DR

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 per annum Salary period Yearly Closing 22/01/2026 23:59 Interview date 30/01/2026

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

An exciting opportunity has arisen for a Band 3 Waiting List Officer within the Cardiothoracic Clinical Board. If you are enthusiastic, organised and well‑motivated we want you to join our waiting list team.

This is an ideal opportunity to showcase your skills in supporting Cardiothoracic to achieve full theatre utilisation and excellent waiting list maintenance to provide a quality patient experience. This position requires excellent organisational and communication skills to ensure our 18 Week Waiting times are met.

The successful candidate will need to demonstrate experience of working in a fast‑paced environment to ensure robust and timely management of Waiting Lists. You will work alongside a range of Consultants and Admin teams, therefore it is essential that you have the ability to build relationships and maintain a professional approach.

If you have a pro‑active approach, are a problem solver and your passion is to support and put the patient’s needs at the forefront, then this is the ideal role for you.

• Interview Date: 30th January 2026
• 37 hours 30 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

If successful, you will be responsible for co‑coordinate waiting lists in an efficient manner by liaising with consultants and other Admin teams to ensure waiting lists are accurate, well utilised and maintained to standard in line with the Trust’s waiting times and the Trust’s Patient Access Policy.

• NHS IT Systems
• NHS Waiting list experience/knowledge
• Knowledge of 18 Week pathways
• Patient confidentiality
• Good communication skills
• Demonstrates problem solving skills
• Highly motivated and able to motivate others
• Patient Focused
• Ability to meet deadlines

You should be self‑motivated, reliable and well organised with excellent communication and interpersonal skills. Be able to demonstrate knowledge of waiting lists and be able to work efficiently and methodically with good attention to detail without direct supervision. The post holder should be flexible to the needs of the service with a positive and proactive attitude.

The post holder will be required to have excellent communication skills, be able to prioritise workload effectively with excellent attention to detail.

The role is fast paced and you must be able to deal with sensitive and contentious information.

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:

• Northern Centre for Cancer Care, North Cumbria

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’.

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

• The Elective Admissions administrative service will contribute towards a systematic approach to delivering the NHS Plan commitments for access to elective and day case surgery, specifically the drive to guarantee maximum waiting times and introduce Patient Choice through booking systems. The sensitivity around clinical and management priorities will require the post holder to work with and have the confidence of Consultants and Directorate Managers.
• Information management and data quality is essential to ensuring effective management of waiting lists.
• The introduction of Patient Choice through booking systems will require the service to have a strong patient focused approach ensuring that written and verbal communication with patients is conducted in a professional and receptive manner. The booking of admission dates will entail a telephone contact facility.
• Patient confidentiality must be observed at all times.

Person specification

Qualifications & Education

• ECDL or equivalent experience

Knowledge & Experience

• PC & PAS literate
• Experience NHS administration experience
• Operational experience of Waiting List Management Processes
• Knowledge of Microsoft Office (incl. Excel, Word & Outlook)
• Understanding of NHS Waiting List Management Definitions
• Understanding of the NHS Constitution and NHS Operating Framework

Skills & Abilities

• Ability to meet deadlines
• Analytical and numerical skills

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.

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