The Newcastle upon Tyne Hospitals NHS Foundation Trust

Receptionist/ Office Support

The closing date is 11 January 2026

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: 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 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

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

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

Date posted

05 January 2026

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

317-2026-02-01-DR

Job locations

Newcastle Fertility Centre

317 07 Northern Genetics Service

NE1 4EP

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

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

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

Data entry experience

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

Data entry experience

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.