Clinical Office Administrator, Ophthalmology (Fixed Term)
The closing date is 30 April 2026
We are seeking a Clinical Office Administrator to support the Ophthalmology Department at Ashford Hospital. The position is a 37.5 hour, 6‑month fixed‑term contract. The role requires strong organisational skills and effective communication with healthcare professionals, patients and their relatives.
Job responsibilities
* Provide clerical support to the Divisional Clinical Office.
* Support the Clinical Office Administrative Co‑ordinator.
* Ensure clinic reports on patients (proformas) are dealt with, sent to GPs and filed in patient notes.
* Work with the administrative team to download, print and proofread clinic letters using Dictate IT, and send them electronically or by post once approved by clinicians.
* Pass clinic outcomes to the Clinical Office Administrative Co‑ordinator for actions (e.g., add to waiting list).
* Use new working systems (IT fast save, discharge summary).
* Perform general office duties: filing, photocopying, ordering stationery within agreed limits.
* Sort, distribute and prioritise incoming post to consultants or other areas.
* Exercise independent judgement and initiative to resolve problems or refer to the appropriate person.
* Implement relevant Trust and Directorate policies on behalf of the Consultant team.
* Use the Patient Administration System (Patient Centre) competently after training.
* Retrieve medical records/X‑rays/investigation results for patient/Consultant enquiries.
* Action results of clinical investigations within procedural guidelines.
* Manage own workload and prioritise tasks.
* Support day‑to‑day organisation and management of the Consultant’s diary, meetings, appointments, etc.
* Co‑operate in the introduction of new technology and methods of working.
* Continuously update knowledge through self‑development.
* Work as a team member and adhere to strict deadlines.
* Assist with investigation and compilation of responses to complaints within optimum deadlines.
* Demonstrate a reassuring manner when dealing with patients and their relatives.
Person specification
Qualifications
* GCSE Mathematics and English.
Knowledge
* Good range of administrative procedures.
Experience
* Experience working in a busy office with conflicting demands.
* Microsoft Office.
* NHS experience.
Disclosure and Barring Service Check
This post is subject to a Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check to confirm no previous criminal convictions.
Employer name
Ashford & St. Peter’s Hospitals NHS Foundation Trust
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