Job summary
Are you passionate about delivering exceptional administrative support in a fast-paced healthcare environment? Ashford and St Peter's Hospitals NHS Foundation Trust is seeking enthusiastic individuals to join our General and Specialist Medicine division asClinical Office Administrators (Band 3)andClinical Office Coordinators (Band 4).
As aClinical Office Administrator, you'll be the backbone of our clinical teams, ensuring smooth day-to-day operations. You'll manage clinic correspondence, liaise with consultants, and maintain accurate patient records. Your attention to detail and ability to prioritise tasks will directly impact patient care and service efficiency.
Stepping into the Clinical Office Coordinator role means taking on a broader scope of responsibility. You'll coordinate patient pathways, help to manage waiting lists, and ensure timely clinic bookings and follow-ups. Acting as a key liaison between departments, patients, and external partners, you'll play a vital role in meeting NHS targets and enhancing patient experience.
We offer a supportive environment where your growth is encouraged through training, development opportunities, and values-driven leadership. Whether you're starting your NHS journey or looking to advance your career, these roles offer a chance to make a meaningful impact.
When submitting your application please place in your supporting statement which role(s) you are interested in.
Main duties of the job
Band 3 Clinical Office Administrator
- Diabetes - 18 hours/week
- Dermatology - 37.5 hours/week
- Dermatology - 26 hours/week
As a Clinical Office Administrator, you'll provide vital administrative support to our clinical teams. Your responsibilities will include:
- Managing clinic correspondence and transcription services
- Handling patient records and clinic outcomes
- Liaising with consultants and other departments
- Performing general office duties such as filing, photocopying, and ordering supplies
- Ensuring effective communication with patients, GPs, and internal teams
This role is ideal for someone with strong organisational skills, a proactive attitude, and a commitment to confidentiality and patient care.
Band 4 Clinical Office Coordinator
- Neurology - 26 hours/week
- Stroke - 37.5 hours/week
- Cardiology - 18 hours/week
- Dermatology - 37.5 hours/week
As a Clinical Office Coordinator, you'll take on a more advanced administrative role, including:
- Coordinating patient pathways and managing waiting lists
- Booking and managing outpatient appointments in line with 18-week and cancer targets
- Liaising with internal and external stakeholders to ensure timely diagnostics and follow-ups
- Supporting consultants with diary management and clinic coordination
- Training new staff and implementing service improvements
This role suits individuals with NHS experience, excellent communication skills, and the ability to manage complex administrative tasks with precision and empathy.
About us
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Surrey and St Peter's, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at ASPH. We are committed to providing continuous professional development and flexibility to shape our workforce around our patient care.
We are expanding our theatres at Ashford Hospital and moving towards this becoming our dedicated elective centre. We want to create a state-of-the-art centre for excellence for planned surgical procedures.
We can offer you the full range of NHS benefits/discounts and in addition:
- Excellent pension scheme and annual leave entitlement
- On-site Nurseries
- On-site staff cafes
- On-site parking
- Support in career development
- Salary Sacrifice schemes including wage stream, lease cars, Cycle to Work schemes and home electronics
Adverts may close early, so applicants are encouraged to submit an application as soon as possible.
For more information about a career at ASPH please visit:www.asph-careers.org
Job description
Job responsibilities
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.
Job description
Job responsibilities
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.
Person Specification
Qualifications
Essential
- English GCSE Grade C or equivalent.
- Typing and computer skills.
Experience
Essential
- Previous experience working in a busy office environment.
- Proven ability to manage conflicting demands and prioritise workload.
- Experience in secretarial or administrative roles.
Knowledge
Essential
- Understanding of the NHS Constitution and Trust values.
- Familiarity with a range of administrative procedures.
- Awareness of confidentiality and information governance standards.
Skills
Essential
- Fast and accurate typing (copy and audio).
- Ability to compose correspondence independently.
- Strong organisational and prioritisation skills.
- Confident use of Microsoft Office (especially Excel).
- Ability to learn and adapt to new IT systems.
- Excellent written and verbal communication.
- Ability to deal sensitively and tactfully with patients and staff.
- Use of initiative and sound judgement in day-to-day tasks.
Person Specification
Qualifications
Essential
- English GCSE Grade C or equivalent.
- Typing and computer skills.
Experience
Essential
- Previous experience working in a busy office environment.
- Proven ability to manage conflicting demands and prioritise workload.
- Experience in secretarial or administrative roles.
Knowledge
Essential
- Understanding of the NHS Constitution and Trust values.
- Familiarity with a range of administrative procedures.
- Awareness of confidentiality and information governance standards.
Skills
Essential
- Fast and accurate typing (copy and audio).
- Ability to compose correspondence independently.
- Strong organisational and prioritisation skills.
- Confident use of Microsoft Office (especially Excel).
- Ability to learn and adapt to new IT systems.
- Excellent written and verbal communication.
- Ability to deal sensitively and tactfully with patients and staff.
- Use of initiative and sound judgement in day-to-day tasks.
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.
