Ashford & St. Peter's Hospitals NHS Foundation Trust

Clinical Office Administrator, Obstetrics & Gynaecology

The closing date is 30 September 2025

Job summary

The postholder will

provide comprehensive administrative support to the Consultants, their medical team and their administrative colleagues.

Be expected to organize their workload with the Consultants and their teams and co- ordinate their activities with other clinical office administrative co- ordinators to ensure that an efficient service is provided.

Carry out their duties in such a way as to make a direct and positive contribution to the organization of the work.

Ensure that confidentiality is maintained at all times.

Main duties of the job

Work as part of the administrative team to ensure that clinic letters are downloaded, printed and proof read using the transcription service. Once letters are approved by clinicians, send-off (electronically or by post).

Ensure any clinic outcomes are passed to the Clinical Office Administrative Co-ordinator for actions (e.g. add to waiting list).

Sort, distribute and prioritise incoming post using judgement and experience to decide which documents are to be passed to consultants and which may be passed to other areas for information or action.

Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person.

Competent use of Millenium EPR (Cerner), after training in accordance with required departmental standards of work.

Use of the Trust's Evolve system, which manages Electronic Medical Records. Preparing documents for scanning by creating appropriate cover sheets and delivering notes to the scanning department.

Deal with enquiries by letter/fax/email/telephone from patients, GPs, other hospitals and Consultants.

Establish good levels of communication and liaise with other secretaries, medical staff and other departments and hospitals.

Managing own workload, prioritising as necessary

Work as part of a team and assisting with the training of new and temporary staff. Providing support and advice to all immediate team members and colleagues across the Trust.

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

Date posted

17 September 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£26,240 to £27,928 a year pro rata pa inc HCAS

Contract

Permanent

Working pattern

Part-time

Reference number

323-AC9754-JN

Job locations

Ashford and St Peters NHS Foundation Trust

Guildford Road

Chertsey

KT16 0PZ

Job description

Job responsibilities

To provide clerical support to the Clinical Office.
Support the Clinical Office Administrative Co-ordinators.
Work as part of the administrative team to ensure that clinic letters are downloaded, printed and proof read using the transcription service.
Once letters are approved by clinicians, send-off (electronically or by post).
Ensure any clinic outcomes are passed to the Clinical Office Administrative Co-ordinator for actions (e.g. add to waiting list)
Sort, distribute and prioritise incoming post using judgement and experience to decide which documents are to be passed to consultants and which may be passed to other areas for information or action.
Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person.
Competent use of Millenium EPR (Cerner), after training in accordance with required departmental standards of work.
Use of the Trusts Evolve system, which manages Electronic Medical Records.
Preparing documents for scanning by creating appropriate cover sheets and delivering notes to the scanning department.
Liaise with all staff concerned with patient services e.g. medical, nursing, medical records, X-ray and management.
Deal with enquiries by letter/fax/email/telephone from patients, GPs, other hospitals and Consultants.
Establish good levels of communication and liaise with other secretaries, medical staff and other departments and hospitals.
Managing own workload, prioritising as necessary
Work as part of a team and assisting with the training of new and temporary staff. Providing support and advice to all immediate team members and colleagues across the Trust.
Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team.
Through self-development, continuously update knowledge of new trends and maintain and improve knowledge and competence.
Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
Undertake all mandatory training as required by the Trust.

Job description

Job responsibilities

To provide clerical support to the Clinical Office.
Support the Clinical Office Administrative Co-ordinators.
Work as part of the administrative team to ensure that clinic letters are downloaded, printed and proof read using the transcription service.
Once letters are approved by clinicians, send-off (electronically or by post).
Ensure any clinic outcomes are passed to the Clinical Office Administrative Co-ordinator for actions (e.g. add to waiting list)
Sort, distribute and prioritise incoming post using judgement and experience to decide which documents are to be passed to consultants and which may be passed to other areas for information or action.
Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person.
Competent use of Millenium EPR (Cerner), after training in accordance with required departmental standards of work.
Use of the Trusts Evolve system, which manages Electronic Medical Records.
Preparing documents for scanning by creating appropriate cover sheets and delivering notes to the scanning department.
Liaise with all staff concerned with patient services e.g. medical, nursing, medical records, X-ray and management.
Deal with enquiries by letter/fax/email/telephone from patients, GPs, other hospitals and Consultants.
Establish good levels of communication and liaise with other secretaries, medical staff and other departments and hospitals.
Managing own workload, prioritising as necessary
Work as part of a team and assisting with the training of new and temporary staff. Providing support and advice to all immediate team members and colleagues across the Trust.
Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team.
Through self-development, continuously update knowledge of new trends and maintain and improve knowledge and competence.
Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
Undertake all mandatory training as required by the Trust.

Person Specification

Essential

Previous administration experience Working in a busy office and dealing with conflicting demands

Desirable

NHS experience

Essential

English and Maths GCSE Grade C or Equivalent Computer skills

Desirable

NHS systems and procedures

Person Specification

Essential

Previous administration experience Working in a busy office and dealing with conflicting demands

Desirable

NHS experience

Essential

English and Maths GCSE Grade C or Equivalent Computer skills

Desirable

NHS systems and procedures

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

Ashford & St. Peter's Hospitals NHS Foundation Trust

Address

Ashford and St Peters NHS Foundation Trust

Guildford Road

Chertsey

KT16 0PZ

Employer's website

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

Employer details

Employer name

Ashford & St. Peter's Hospitals NHS Foundation Trust

Address

Ashford and St Peters NHS Foundation Trust

Guildford Road

Chertsey

KT16 0PZ

Employer's website

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