Clinical Office Coordinator, Trauma & Orthopaedics
The closing date is 29 May 2026
We are excited to be in a position to recruit a Clinical Office Coordinator to join our team within the iMSK (Orthopaedics). This post is to cover full time hours, working Monday to Friday. The post includes general office duties.
The successful applicant will have the ability to work as part of the team to deliver high quality customer service, display excellent communication skills, and an understanding of delivering healthcare services. You will need to demonstrate commitment to care quality and performance delivery. You must be a team player with the ability to problem solve and work independently. An understanding of the 18 week patient pathway is preferable, although training will be given. You will be required to use a number of systems including Cerner, Luna, CRIS and Dictate IT. Previous experience of these systems is desirable, but not essential, as training will be provided.
Main duties of the job
* Dictated letters are completed within agreed timescales.
* Respond in a timely manner to all email, telephone, and postal enquiries from patients and other agencies when making outpatient appointments, providing patients with a high quality service, taking account of patients' rights and diversity.
* Escalate concerns over longer waits to the Team Leader.
* Highlight any potential breaches or delays in the patient's pathway to the Team Leader, Patient Pathway Team or Manager according to the Trust's escalation policy.
* Dispose of outstanding uncashed clinic outcomes on Cerner.
* Assist with changes in clinic templates as directed by Team Leader/Service Manager.
* Attend regular team meetings arranged by Team Leader/Line Manager.
* Maintain good relationships with patients, GPs and other staff, ensuring confidentiality and integrity.
Job responsibilities
* Support the provision of the highest quality patient care through personal actions and continuous improvement.
* Maintain a high standard of quality in providing an appointments service; supporting patients and professionals.
* Produce high quality patient information for the Trust to enable maximum use of resources, and to support service level agreements and future service planning.
* Ensure that patients receive good quality, appropriate documentation/information relating to their appointment in line with current Trust and Divisional objectives.
* Transcribe dictation letters using Dictate‑IT software; check all clinic letters are completed accurately and outcomes actioned and recorded on Cerner.
* Use Luna (PTL) daily, liaise with the Patient Pathway Team across the Trust to ensure coordination of all elements of the patient pathway and highlight patient target dates.
* Monitor patients sent to other Trusts to ensure they do not breach 18 weeks (MDS forms).
* Liaise with and support the Appointments Centre regarding outpatient clinic bookings as necessary; ensure patient follow‑up appointments are booked as soon as results are available.
* Liaise directly with patients to book, cancel, and re‑book any outpatient appointments or procedure dates.
* Deal with patient queries effectively written and via telephone/email.
* Ensure booking of relevant clinical activity and manage patient pathways in conjunction with the Patient Pathway Team.
* Be aware of the agreed Division wait to first appointment, of RTT waits, and of the Joint Access Policy when booking or changing appointments.
Person Specification
* Experience
* Knowledge
* Skills
* Experience
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.
Employer name
Ashford & St. Peter's Hospitals NHS Foundation Trust
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