Clinical Office Coordinator, Colorectal Surgery
Join to apply for the Clinical Office Coordinator role at the Northumbria Healthcare NHS Foundation Trust.
Job Summary
An exciting opportunity to join our busy Colorectal Surgery Team. The position involves general office duties, booking appointments, and working closely with Consultants and their teams to deliver an excellent administrative service to patients. You will manage clinics and patients, ensuring accurate administration and a professional telephone manner.
Main Duties
* Provide a comprehensive administrative service to the clinical office and staff.
* Organise workload with Consultants and Teams, coordinating with other administrative coordinators for efficient service.
* Book appointments across both specialities, covering when necessary.
* Act as a key point of contact for patients and collaborate with clinicians, specialist nurses, and other specialties.
* Work with the Patient Pathway Team to manage pathways and ensure clinic/theatre bookings align with the Trust's Access Policy.
* Use initiative to contribute positively to the organisation of work.
* Fulfil the role of Clinical Office Administrator when required.
About Us
The Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of over 410,000 people across North-West Surrey. With more than 3,700 highly trained staff, our services span two hospital sites and community clinics.
Benefits
* Excellent pension scheme and annual leave entitlement.
* On‑site nurseries, staff cafés, and parking.
* Support in career development.
* Salary sacrifice schemes including wage stream, lease cars, Cycle to Work, and home electronics.
Job Details
Date posted: 20 October 2025
Pay scheme: Agenda for change
Band: Band 4
Salary: £28,860 to £31,671 a year (incl. HCAS, pro rata)
Contract: Permanent
Working pattern: Part‑time
Reference number: 323‑AC2814‑SK
Job location: St Peters Hospital, Guildford Road, Chertsey, KT16 0PZ
Job Responsibilities
* Use LUNA daily to liaise with the Patient Pathway Team and coordinate patient pathway elements.
* Liaise with the Appointments Centre for outpatient bookings and ensure follow‑up appointments are scheduled promptly.
* Monitor patients referred to other Trusts to prevent breaches of the 18‑week target.
* Highlight potential breaches or delays to the Team Leader or Service Manager per escalation policy.
* Book, cancel, and rebook outpatient appointments directly with patients.
* Send appointment letters and manage cancellations/rebookings.
* Verify clinic letters are completed accurately, with outcomes recorded on Surrey Safe Care (Cerner).
* Monitor over‑booking of clinics and arrange additional sessions to meet targets.
* Manage changes in clinic templates as directed.
* Attend regular team meetings.
* Handle patient queries via telephone, letter, and email efficiently.
* Work effectively within a team and meet strict deadlines.
* Provide fast, accurate clinical correspondence and secretarial services.
* Utilise new working systems (e.g., transcription service, e‑correspondence, discharge summary systems).
* Use Surrey Safe Care (Cerner) and Evolve to manage the patient pathway.
* Serve as the first point of contact for written and telephone queries on behalf of consultants.
* Deal with enquiries from patients, relatives, wards, GPs, and external agencies while safeguarding confidentiality.
* Assist in training new and temporary staff.
* Exercise independent judgement and initiative when problems arise.
* Support clinic coordination as required.
* Participate in Trust training courses to maintain skills.
* Ensure commitments are adjusted or cancelled following procedures and notify managers as necessary.
* Demonstrate an understanding and reassuring manner with patients.
* Complete all mandatory training.
* Perform additional duties appropriate to the role.
Person Specification
Attitude, behaviours and values
* Always puts patients first.
* Flexible, supportive of team working and delivery of objectives.
* Respects, values and cares for others.
* Takes personal responsibility and demonstrates passion for excellence.
Experience (Essential)
* Previous secretarial or administration experience.
* Experience in an office environment.
Experience (Desirable)
* Secretarial experience.
* NHS experience.
Qualifications (Essential)
* GCSE English and Maths grade C or equivalent.
* Computer skills.
Skills (Essential)
* Effective communication to ensure high standards of care.
* Good written and verbal communication skills.
* Sensible handling of sensitive contacts and confidentiality.
* Use of initiative and judgement in day‑to‑day queries.
Skills (Desirable)
* Knowledge and experience of the NHS.
Disclosure and Barring Service Check
This post requires a Disclosure and Barring Service check as per the Rehabilitation of Offenders Act (Exceptions Order) 1975.
Employer Details
Employer name: Ashford & St. Peter's Hospitals NHS Foundation Trust
Address: St Peters Hospital, Guildford Road, Chertsey, KT16 0PZ
Website: https://www.ashfordstpeters.nhs.uk/
#J-18808-Ljbffr