Job summary
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: 16 April 2025
- 22 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 past 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 closing working relationship with the admin and clinical teams.
About us
Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
o Freeman Hospitalo Royal Victoria Infirmary (RVI)o Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)o Newcastle Dental Hospitalo Newcastle Fertility Centreo Northern Centre for Cancer Care, North Cumbriao Northern Genetics Serviceo Cramlington Manor Walks
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 description
Job responsibilities
A typical work day will include (but is not limited to)
- Welcoming patients in to the department - checking them in to their appointments and processing any appointments following this
- 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 in to 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
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.
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 months pay.
Job description
Job responsibilities
A typical work day will include (but is not limited to)
- Welcoming patients in to the department - checking them in to their appointments and processing any appointments following this
- 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 in to 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
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.
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 months pay.
Person Specification
SKILLS
Essential
- Keyboard / data entry skills
- Good organisational and communication skills
- Basic numeracy skills
KNOWLEDGE
Desirable
- Knowledge on medical terminology
- Working knowledge of out-patient reception area, PAS and NHS medical records
EXPERIENCE
Essential
- Previous experience working within the NHS
- Previous administration and clerical experience
Desirable
QUALIFICATIONS
Essential
- GCSE / NVQ 2 standard of education or equivalent qualification / experience one of which must be English Language
Desirable
- ECDL computer qualification
Person Specification
SKILLS
Essential
- Keyboard / data entry skills
- Good organisational and communication skills
- Basic numeracy skills
KNOWLEDGE
Desirable
- Knowledge on medical terminology
- Working knowledge of out-patient reception area, PAS and NHS medical records
EXPERIENCE
Essential
- Previous experience working within the NHS
- Previous administration and clerical experience
Desirable
QUALIFICATIONS
Essential
- GCSE / NVQ 2 standard of education or equivalent qualification / experience one of which must be English Language
Desirable
- ECDL computer qualification
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
