Clinical Office Administrator, Therapies
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Job Summary
This is an exciting opportunity to join our Outpatient Physiotherapy Admin Team in Woking Community Hospital as a B3 Clinical Office Administrator. The successful applicant will deliver a high‑quality patient experience and administrative service for our team of Physiotherapists, demonstrate excellent communication skills, and have an understanding of delivering healthcare services. You will demonstrate commitment to care quality and performance delivery, be a team player, problem‑solve and work independently.
An understanding of the 18‑week patient pathway is preferable, although training will be given. You will use a number of systems including Cerner, ERS, Evolve, Envoy and Dictate IT. Previous experience of these systems is desirable.
Main Duties
* Undertake a range of administrative and clerical activities including reception duties, booking new and follow‑up appointments, utilising clinic slots fully and handling telephone enquiries.
* Use trust information systems appropriately to record referrals, manage appointment schedules, and update patient records.
* Provide cross‑site reception and administration cover as required.
* Support the outpatient Band 7 Physiotherapists and other team members in the smooth running of the physiotherapy outpatient department.
* Multi‑task and work well under pressure, prioritising workload to create a great patient experience.
* Assist with booking transport, liaise with transport services, file and archive clinical records, run daily reports and provide support for non‑clinical roles.
About Us
Ashford and St. Peter’s Hospitals NHS Foundation Trust serves a population of more than 410,000 people in North‑West Surrey. Over 3,700 highly trained staff provide a wide range of services across our two hospital sites, Ashford, Surrey and St Peter’s, Chertsey, Surrey.
Benefits
* Excellent pension scheme and annual leave entitlement
* On‑site nurseries, staff cafés, parking
* Support in career development
* Salary sacrifice schemes including wage stream, lease cars, Cycle to Work schemes and home electronics
Details
* Date posted: 16 October 2025
* Pay scheme: Agenda for change
* Band: 3
* Salary: £26,240 to £27,928 a year per annum inc. HCAS pro rata
* Contract: Permanent
* Working pattern: Part‑time
* Reference number: 323‑AC0958‑ED
* Job locations: Woking Community Hospital, Heathside Road, Woking, GU22 7HS
Job Responsibilities
* Use the trust information systems appropriately to record all referrals, ensuring data accuracy.
* Ensure clinic appointments are used effectively and efficiently.
* Send relevant paperwork or telephone patients to inform them of appointment times/changes.
* Work with the iMSK admin hub to process referrals for health professional teams.
* Undertake the full range of reception duties including checking patients in, rebooking appointments.
* Handle telephone enquiries and make appropriate changes using the trust information systems.
* Action daily reports that show appointment cancellations or rebooking needs.
* Advice patients on non‑clinical information such as waiting times.
* Update waiting list records as required.
* Prepare patient records for the physiotherapy department.
* Book transport and liaise with transport services.
* File and archive clinical records and run ad‑hoc reports.
* Assist with cancelling clinics in the event of unplanned absence.
* Discharge patients according to departmental policies.
* Make changes to clinic templates as required.
* Collect, open and date‑stamp post for the department.
* Assist with ordering stationery and other office supplies.
* Assist in running the physiotherapy equipment shop.
* Support patients and other parties in accessing medical records.
* Maintain a safe working environment and complete incident forms as required.
* Prioritise workload and work without supervision when necessary.
Person Specification
Essential
* Achieved English & Maths qualification.
* Telephone and face‑to‑face customer/patient experience.
* Team working, initiative and meeting goals/deadlines.
* Good communication skills.
* Able to work to deadlines and under pressure.
* Good organisational skills.
* Able to prioritise workload and flexible.
Desirable
* Knowledge of Microsoft computer packages.
* Experience working in a health or social care setting.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a DBS check for any previous convictions.
Employer Details
* Employer name: Ashford & St. Peter’s Hospitals NHS Foundation Trust
* Address: Woking Community Hospital, Heathside Road, Woking, GU22 7HS
* Website: Ashford & St. Peter’s NHS Foundation Trust
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