Ashford & St. Peter's Hospitals NHS Foundation Trust

Clinical Office Coordinator, Trauma & Orthopaedics

The closing date is 02 November 2025

Job summary

We are excited to be in a position to recruit a Clinical Office Coordinator to join our team within the iMSK (Orthopaedics). This post is to cover full time hours, working Monday to Friday. The post includes general office duties.

The successful applicant will have the ability to work as part of the team to deliver high quality customer service, display excellent communication skills, and an understanding of delivering healthcare services. You will need to demonstrate commitment to care quality and performance delivery. You must be a team player with the ability to problem solve and work independently.An understanding of the 18 week patient pathway is preferable, although training will be given. You will be required to use a number of systems including Cerner, Luna, CRIS and Dictate I.T. Previous experience of these systems is desirable, but not essential, as training will be provided.

Main duties of the job

The service is currently undergoing major transformation. As such there will be numerous improvement projects.

Dictated letters are completed within agreed timescales.

To respond in a timely manner to all email / telephone /postal enquiries from patients and all other agencies in the making of Outpatient appointments, providing patients with a high quality service. This will also be done, taking account of patients' rights and diversity and ensuring that all patients receive equal opportunity to services.

To escalate to the Team Leader when there is concern over longer waits.

To highlight any potential breaches or delays in the patient's pathway to the Team Leader, Patient Pathway Team or Manager according to the Trust's escalation policy.

Dispose of outstanding uncashed clinic outcomes on Cerner.

Assist in changes in clinic templates as directed by Team Leader/Service Manager.

Attend regular team meetings arranged by Team Leader / Line Manager.

Maintain good relationships with patients, GPs and other members of staff, ensuring a high degree of confidentiality and integrity at all times thus enabling a high quality service to be provided.

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

22 October 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,860 to £31,671 a year pa, inc. HCAS

Contract

Permanent

Working pattern

Full-time

Reference number

323-AC4145-SK

Job locations

St Peter's Hospital

Guildford Road

Chertsey

KT16 0PZ

Job description

Job responsibilities

The overriding purpose is to support the provision of the highest quality patient care through personal actions and continuous improvement.

To maintain a high standard of quality in providing an appointments service; supporting patients and professionals.

To produce high quality patient information for the Trust to enable maximum use of resources, and to support service level agreements and planning of future services.

To ensure that patients receive good quality, appropriate documentation/information relating to their appointment in line with current Trust and Divisional objectives.

To be responsible for transcribing of dictation letters using Dictate-IT software.Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Cerner. Dispose of outstanding uncashed clinic outcomes on Cerner.

Using Luna (PTL) on a daily basis, liaise with the Patient Pathway Team across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely manner.To highlight any potential breaches or delays in the patients pathway to the Team Leader, Admin Manager according to the Trusts escalation policy.Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms).To liaise with & support the Appointments Centre regarding outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment.To liaise directly with patients to book, cancel, and rebook any outpatient appointments or procedure dates.Attend regular team meetings arranged by Team Leader.Deal with patient queries effectively written and via telephone/email.To ensure booking of relevant clinical activity (e.g. out-patient procedures, clinics etc) and managing patient pathways in conjunction with the Patient Pathway Team.

Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.

When booking or changing appointments, to be aware of the agreed Divisions wait to first appointment, of RTT waits, and of the Joint Access Policy.

Job description

Job responsibilities

The overriding purpose is to support the provision of the highest quality patient care through personal actions and continuous improvement.

To maintain a high standard of quality in providing an appointments service; supporting patients and professionals.

To produce high quality patient information for the Trust to enable maximum use of resources, and to support service level agreements and planning of future services.

To ensure that patients receive good quality, appropriate documentation/information relating to their appointment in line with current Trust and Divisional objectives.

Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.

When booking or changing appointments, to be aware of the agreed Divisions wait to first appointment, of RTT waits, and of the Joint Access Policy.

Person Specification

Essential

Experience

Desirable

Knowledge

Essential

Skills

Desirable

Experience

Person Specification

Essential

Experience

Desirable

Knowledge

Essential

Skills

Desirable

Experience

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

St Peter's Hospital

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

St Peter's Hospital

Guildford Road

Chertsey

KT16 0PZ

Employer's website

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