Clinical Office Administrators and Coordinators in Medicine, Band 3&4
Ashford and St Peters Hospitals NHS Foundation Trust is seeking dedicated and detail-oriented individuals to join our Clinical Office team across several specialties. Apply now to be part of a team that puts patients first, values excellence, and celebrates diversity. Help us shape the future of healthcare. Both roles require excellent communication skills, a proactive mindset, and a commitment to confidentiality and teamwork. Youll be based primarily at St Peters Hospital, with flexibility to work across Trust sites if required. We are currently recruiting for the following roles: Band 3 Clinical Office Administrator Overview:This role provides essential administrative support to the General and Specialist Medicine Clinical Team. You will be responsible for ensuring the smooth operation of clinical office functions, supporting consultants, and maintaining accurate patient records. Key Responsibilities: Manage clinic correspondence using transcription services, ensuring letters are proofread, approved, and dispatched. Action clinic outcomes such as adding patients to waiting lists. Perform general office duties including filing, photocopying, and ordering supplies. Sort and prioritise incoming post, using judgement to direct appropriately. Use patient administration systems (e.g., Patient Centre) to maintain accurate records. Liaise with consultants, other administrators, and departments to ensure effective communication. Retrieve medical records, X-rays, and investigation results as needed. Handle enquiries from patients, GPs, and other healthcare professionals via phone, email, and letter. Support new staff and clinicians with administrative processes and equipment. Maintain confidentiality and demonstrate professionalism in all interactions. Skills & Attributes: Fast and accurate typing (copy and audio). Strong organisational and prioritisation skills. Ability to work independently and as part of a team. Excellent communication and interpersonal skills. Proficiency in Microsoft Office and willingness to learn new systems. Commitment to Trust values and patient-first care. Band 4 Clinical Office Coordinator Overview:This advanced administrative role supports clinical teams by managing patient pathways, coordinating outpatient services, and ensuring compliance with NHS targets. You will act as a key liaison between departments, patients, and external providers. Key Responsibilities: Coordinate all elements of the patient pathway, including diagnostics, referrals, and follow-ups. Liaise with the Appointments Centre, Cancer Services, and other Trusts to manage bookings and avoid breaches. Monitor RTT (Referral to Treatment) targets and escalate delays as per Trust policy. Manage specialty waiting lists and clinic templates, including overbooking and cancellations. Ensure clinic letters are completed and outcomes recorded accurately in Surrey Safe Care (Cerner). Provide frontline support, handling patient queries and ensuring excellent customer service. Assist consultants with diary management and clinic coordination. Train new staff and support implementation of new systems and processes. Attend departmental meetings and contribute to service improvement initiatives. Maintain confidentiality and uphold Trust values in all communications. Skills & Attributes: Strong understanding of NHS systems and patient pathway management. Excellent written and verbal communication skills. Ability to work under pressure and meet strict deadlines. High level of initiative and problem-solving ability. Experience in secretarial duties and front-line patient interaction. Commitment to continuous learning and development.
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