Receptionist/ Office Support

The Newcastle upon Tyne Hospitals NHS Foundation Trust; Newcastle upon Tyne; On-site; GBP 20,000 - 25,000; Full time

Job summary

A prominent healthcare organization in the UK is seeking a Receptionist / Office Support to assist in providing administrative support in their Fertility services. This role involves welcoming patients, managing appointments, and ensuring all necessary information is processed effectively. Strong organizational skills and previous NHS experience are beneficial for this position. The successful candidate will work collaboratively in a dedicated team to ensure a high standard of service delivery.

Qualifications

• Ability to develop and maintain professional relationships with patients and staff.
• Computer competence for Paperlite systems and electronic patient records.
• Previous experience in an NHS setting preferred.

Responsibilities

• Welcome patients and check them in to their appointments.
• Handle phone calls and share information with clinical teams.
• Make appointments and maintain records of referrals.
• Uphold standards of the 18-week pathway.
• Support other administrative duties as needed.

Skills

Keyboard / data entry skills

Good organisational and communication skills

Basic numeracy skills

Education

GCSE / NVQ 2 standard of education or equivalent

Job description

Receptionist / Office Support

The closing date is 11 January 2026

As part of the administration team at the Centre for Life you will support NHS and Private Patients accessing our specialised Fertility services.

You will work closely with a range of different professionals – having regular contact with Managers, Consultants, Nursing staff, the Laboratory team and many more, therefore the ability to develop and maintain professional relationships is required.

• Interview Date: 23rd January 2026
• 25.5 hours/week – hours to be discussed at interview
• 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

This role is focussed on providing administrative support in line with 18‑week pathways from the point of receiving referrals in to the service and ensuring we have all necessary information for the patients, through to scheduling patients for treatment and any follow‑ups beyond.

You can expect to develop a rapport with patients as they attend several appointments therefore excellent communication is essential to achieve a high standard of customer service.

The successful candidate will work as part of our small administration team of approximately 15 members of staff who are based within a busy and dynamic working environment.

We welcome individuals who enjoy working as a Team, supporting each other and gaining a good understanding of what services the Centre provides as well as developing close working relationships with the admin and clinical teams.

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'.

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

Job responsibilities

A typical work day will include (but is not limited to)

• Welcoming patients into the department – checking them in to their appointments and processing any subsequent appointments
• Taking phone calls from patients and health care professionals – dealing with enquiries and sharing information with the clinical teams
• Making appointments and keeping records of referrals into the department
• Upkeep of shared mailboxes to ensure enquiries are dealt with in a timely and appropriate manner
• Maintaining 18‑week pathway standards
• Computer competence is of great importance as we continue to work towards Paperlite and maintaining electronic patient records and databases

Please note: you will be exposed to potentially upsetting information, particular relating to unsuccessful treatment cycle and miscarriages.

• To provide an effective reception and administrative service to the Fertility Centre dealing with patients in person and by telephone, appointment booking and data input.
• To support office staff in other general admin duties
• To support an efficient administration and clerical service, as a member of a multi-disciplinary team.
• To receive and distribute items from the goods entrance and appropriate sites

Person Specification

SKILLS

• Keyboard / data entry skills
• Good organisational and communication skills
• Basic numeracy skills

KNOWLEDGE

• Knowledge on medical terminology
• Working knowledge of out‑patient reception area, PAS and NHS medical records

EXPERIENCE

• Previous experience working within the NHS
• Previous administration and clerical experience

QUALIFICATIONS

• GCSE / NVQ 2 standard of education or equivalent qualification / experience one of which must be English Language

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