Frimley Health NHS Foundation Trust

Clinical Admin Team leader

The closing date is 05 February 2026

Job summary

We are looking for a highly organised, proactive, and motivated individual to join our Clinical Administration team as a Senior Team Member.

This is a fantastic opportunity for someone who thrives in a fast-paced environment and is passionate about delivering exceptional service to both patients and colleagues.

As a key member of the team, you will play an integral role in supporting the Waiting List Team and ensuring the smooth and efficient management of patient pathways.

What You'll Be Doing

Providing excellent customer service while acting as a knowledgeable point of contact for patients, clinicians and colleagues.
Supporting the day-to-day running of the waiting list, working closely with the Patient Pathway Co-ordinator and confidently deputising in their absence.
Collaborating with clinical areas to help the Trust meet vital targets, including Referral to Treatment (RTT) and cancer performance standards.
Driving improvements by contributing to the transformation and modernisation of current administrative processes.
Supporting and guiding team members, offering operational oversight and contributing to the training and development of colleagues.
Delivering high-quality clinical administrative support to Consultants and junior medical staff, ensuring accuracy, professionalism and adherence to Trust standards in all patient documentation and data input

Main duties of the job

To provide an administrative service to the Department.
To plan and organise own work schedule with the use of appropriate planning aids, demonstrating good time management and ensure anticipated difficulties in meeting deadlines are promptly reported.
Deal with Consultants' requests for actioning urgent correspondence, medico-legal reports and any other appropriate ad hoc correspondence requested in line with the Trusts policies and procedures
To obtain and organise information in support of own work activities, maintain confidentiality in accordance with organisation procedures.
To provide administrative support to all meetings. This will include the arranging of, preparation and distribution of agendas, taking and distributing minutes and other documents for meetings, arranging venues, refreshments etc.
Take minutes as required ensuring they are accurate and actioned in a timely manner.

About us

Frimley Health NHS Foundation Trust is committed to being an inclusive and disability confident employer and has been awarded the Gold for the Armed Forces Employment Recognition Scheme. We provide first class development opportunities for all staff and have a wide range of professional, management and leadership, and clinical skills training available.

Here at Frimley Health NHS Foundation Trust, we know how important it is to have a healthy work life balance; this benefits not only individuals but the patients we care for too.

We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service and its users.

Frimley Health Trust benefits on Vimeo

Date posted

30 January 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,860 to £31,671 a year per annum incl HCAS

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

151-ES116

Job locations

Greenwood Offices, Heatherwood Hospital

Brook Avenue

Ascot

SL5 7GB

Job description

Job responsibilities

To ensure that secure systems are in place for the storage of all resources including computerised information.
To support in the development and updating of departmental standard operation procedures.
To be responsible for office equipment and maintaining adequate office supplies.
To promptly open incoming mail, linking to relevant medical records and distributing post to consultants where necessary.
Scanning and uploading relevant patient medical documents into the Trusts Electronic Patient Record system.
To support training of new and existing staff within the department.
Set up and maintain effective filing, bring forward and retrieval systems.
To assist clinicians with sending letters using Epic where incomplete patient information e.g. addresses or where attachments need to be included.
To develop and maintain effective working relationships with other staff in the department and the Trust ensuring a professional and seamless service is provided. This will require regular liaison with various departments.
To adhere to Trust Values in promoting all aspects of care and standards.
To ensure all phone calls are dealt with in a professional and timely manner adhering to the local targets set by the department and Trust
Provide cover for other staff within the team who are on leave or out of the office.
To operate the various IT systems used to fulfil the role/department requirements.
To liaise with other hospitals, other personnel and patients proactively and at the request of a Consultant and the Service Manager.
To undertake photocopying/scanning duties as required.

Job description

Job responsibilities

To ensure that secure systems are in place for the storage of all resources including computerised information.
To support in the development and updating of departmental standard operation procedures.
To be responsible for office equipment and maintaining adequate office supplies.
To promptly open incoming mail, linking to relevant medical records and distributing post to consultants where necessary.
Scanning and uploading relevant patient medical documents into the Trusts Electronic Patient Record system.
To support training of new and existing staff within the department.
Set up and maintain effective filing, bring forward and retrieval systems.
To assist clinicians with sending letters using Epic where incomplete patient information e.g. addresses or where attachments need to be included.
To develop and maintain effective working relationships with other staff in the department and the Trust ensuring a professional and seamless service is provided. This will require regular liaison with various departments.
To adhere to Trust Values in promoting all aspects of care and standards.
To ensure all phone calls are dealt with in a professional and timely manner adhering to the local targets set by the department and Trust
Provide cover for other staff within the team who are on leave or out of the office.
To operate the various IT systems used to fulfil the role/department requirements.
To liaise with other hospitals, other personnel and patients proactively and at the request of a Consultant and the Service Manager.
To undertake photocopying/scanning duties as required.

Person Specification

Experience

Essential

Experience of working within a team/office environment
Experience of taking and recording meeting minutes

Desirable

Working in the NHS either in a hospital/private practice/GP setting

skills /knowledge

Essential

Ability to prioritise workload
Office management.
Ability to communicate clearly.

Desirable

Understanding of medical terminology
Knowledge of NHS targets

Qualifications

Essential

Good education GCSE standard or equivalent experience

Desirable

NVQ level 3 Admin or equivalent

Person Specification

Experience

Essential

Experience of working within a team/office environment
Experience of taking and recording meeting minutes

Desirable

Working in the NHS either in a hospital/private practice/GP setting

skills /knowledge

Essential

Ability to prioritise workload
Office management.
Ability to communicate clearly.

Desirable

Understanding of medical terminology
Knowledge of NHS targets

Qualifications

Essential

Good education GCSE standard or equivalent experience

Desirable

NVQ level 3 Admin or equivalent

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 details

Employer name

Frimley Health NHS Foundation Trust

Address

Greenwood Offices, Heatherwood Hospital

Brook Avenue

Ascot

SL5 7GB

Employer's website

https://www.fhft.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Frimley Health NHS Foundation Trust

Address

Greenwood Offices, Heatherwood Hospital

Brook Avenue

Ascot

SL5 7GB

Employer's website

https://www.fhft.nhs.uk/ (Opens in a new tab)