What are the responsibilities and job description for the Waiting List Officer position at Freeman Hospital?
Employer heading
Waiting List Officer
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
We have a long-standing reputation for outstanding clinical care, with our staff’s dedication to excellence consistently reflected in top-level performance. As an organisation, we are committed to being an employer of choice—offering superb benefits, prioritising staff wellbeing, and providing access to high-quality education, training, career development, and ongoing support.
Main duties of the job
We are delighted to offer an exciting opportunity to join our MSK Waiting List Team as an Elective Admissions Officer. In this key role, you will play an important part in ensuring the smooth and efficient management of elective admissions.
Key Responsibilities
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:
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
Skills
Essential criteria
Essential criteria
Essential criteria
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.
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
Name Andy McDonald Job title Waiting List Manager Email address andrew.mcdonald2@nhs.net Telephone number 0191 2826512
Waiting List Officer
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
We have a long-standing reputation for outstanding clinical care, with our staff’s dedication to excellence consistently reflected in top-level performance. As an organisation, we are committed to being an employer of choice—offering superb benefits, prioritising staff wellbeing, and providing access to high-quality education, training, career development, and ongoing support.
- Interview Date: 20 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.
Main duties of the job
We are delighted to offer an exciting opportunity to join our MSK Waiting List Team as an Elective Admissions Officer. In this key role, you will play an important part in ensuring the smooth and efficient management of elective admissions.
Key Responsibilities
- Manage specific consultant waiting lists and schedule theatre lists.
- Book theatre sessions and maximise theatre utilisation.
- Arrange pre-assessment appointments and update outcomes.
- Apply for PATs and provide essential administrative support.
- Assist with waiting list validation and review 18-week pathways.
- Support outsourcing of work to the private sector.
- Administer centralised day case bookings.
- Strong organisational and time management skills.
- Proficient in IT systems, including MS Excel and Word.
- Excellent communication and interpersonal skills.
- Educated to NVQ Level 3 or equivalent.
- Enthusiastic, motivated, and flexible to meet team needs.
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
- Northern Genetics Service
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
- Support the Admissions/Waiting List Manager to ensure a systematic approach for delivering the NHS Plan commitments for access to elective and day case surgery.
- Manage the admissions to maximise theatre use according to the wishes of the Consultant and their team.
- Organise waiting lists to ensure that maximum waiting time targets are met whilst Patient Choice is not compromised.
Skills
Essential criteria
- Excellent organisational skills
- Outstanding communication and interpersonal skills
- Ability to prioritise workload
- High level of accuracy
Essential criteria
- Previous relevant PAS experience
- Previous relevant experience within the NHS
- Previous experience in waiting list management
Essential criteria
- NVQ Level 3 or equivalent qualification / knowledge / experience
- ECDL computer qualification or equivalent
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.
Employer certification / accreditation badges
Documents to download
- Job Description (PDF, 46.4KB)
- Person Specification (PDF, 14.0KB)
- Newcastle Staff Benefits (PDF, 274.4KB)
- Behaviour and Civility Charter (PDF, 93.8KB)
Further details / informal visits contact
Name Andy McDonald Job title Waiting List Manager Email address andrew.mcdonald2@nhs.net Telephone number 0191 2826512