Elective Admissions Officer

The Newcastle upon Tyne Hospitals NHS Foundation Trust; Newcastle upon Tyne; On-site; GBP 26,000 - 27,000; Full time

Job summary

The Newcastle upon Tyne Hospitals NHS Foundation Trust invites applications for an Elective Admissions Officer based at the Royal Victoria Infirmary. You will manage waiting lists, coordinate theatre sessions, and support efficient patient pathways with focus on timely access to care.

Strong IT, communication and organisational skills are essential, along with NVQ Level 3 or equivalent. The role offers full-time hours and a competitive salary, with emphasis on patient-centered service delivery.

Qualifications

• NVQ Level 3 or equivalent level qualification or experience.
• Previous administration experience is essential.
• Knowledge of MS Office (Excel, Word & Outlook) and data entry.
• Understanding of NHS Waiting list management definitions and NHS Constitution principles.

Responsibilities

• Manage designated waiting lists and appointment scheduling.
• Coordinate and book elective theatre sessions and pre-assessment bookings.
• Maintain accurate patient details and data quality across systems.
• Liaise with Consultants, management teams and administrative staff.
• Uphold confidentiality and data protection standards.

Skills

Analytical skills

Numerical skills

Proven organisational skills

Communication skills

Education

NVQ Level 3 or equivalent

Tools

MS Office

Excel

Word

Outlook

Job description

Main area 317 MSU WLI Management Team - Corporate Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday - Friday) Job ref 317-2026-36-08-DR-A

Site Royal Victoria Infirmary Town 317 02 Royal Victoria Infirmary Salary £25,760 - £27,476 per annum Salary period Yearly Closing 06/10/2026 23:59 Interview date 19/10/2026

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, w e’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 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

This is an exciting opportunity to join the MSK Waiting List Team as an Elective Admissions Officer based at the Royal Victoria Infirmary.

The role will involve managing designated consultant waiting lists, coordinating and booking theatre sessions, and supporting the effective utilisation of theatre capacity. You will also be responsible for arranging pre-assessment appointments and undertaking a range of administrative duties to support patient pathways and ensure timely access to care.

• Interview Date Monday 19 October 2026
• 37 Hours 30 Minutes/Week (Monday to Friday)

Main duties of the job

You will demonstrate effective organisational and time management skills, alongside good IT skills, including Microsoft Excel and Word. Excellent communication and interpersonal skills are essential, as you will liaise with a range of clinical and administrative colleagues.

You should be educated to NVQ Level 3 (or equivalent) and be enthusiastic, motivated, and committed to delivering a high standard of service. The successful candidate will be flexible to the needs of the team and able to adapt to a busy and changing environment.

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 plays a key role in delivering a systematic and efficient approach to meeting NHS access targets for elective and day case surgery. This includes supporting the delivery of national standards relating to maximum waiting times and facilitating patient choice through effective booking systems.

The post holder will work closely with Consultants and Specialty Management Teams, requiring the ability to manage sensitive information and respond to clinical and operational priorities with confidence and professionalism. A strong understanding of information management and a commitment to data quality are essential to ensure the effective management and monitoring of patient waiting lists.

Through the use of robust booking processes, the service aims to optimise theatre utilisation and support the achievement of NHS patient access targets. The role requires a strong patient-focused approach, ensuring that all written and verbal communication is clear, professional, and compassionate. This will include direct telephone contact with patients to arrange admission dates and provide relevant information regarding their care pathway.

The post holder must maintain strict patient confidentiality at all times, in line with Trust policies and data protection requirements.

Person specification

Qualifications & Education

• NVQ Level 3 or equivalent level qualification or experience

Knowledge & Experience

• Previous administration experience
• Knowledge of MS Office (incl. Excel, Word & Outlook)
• Operational Experience of Waiting List Management Processes
• Knowledge of Trust eRecord system
• Understanding of NHS Waiting list management definitions
• Understanding of the NHS Constitution and NHS Operating Framework
• Customer service and call handling experience

Skills & Abilities

• Analytical and Numerical skills
• Proven organisational skills
• Proficient organisational skills
• Ability to work under pressure and remain calm.

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.