Royal Surrey NHS Foundation Trust

ORTHOPTIC CLINIC ADMINISTRATOR B3

The closing date is 10 November 2025

Job summary

A part-time Clinic Administrator is needed, to assist with the smooth running of the Orthoptic Department. The role includes preparation of clinics, booking appointments, and dealing with telephone and email enquiries.

The role would suit a self-motivated person, who is able to organise and prioritise their own workload. Excellent communication skills and the ability to deal tactfully with a wide range of people are essential.

Weekday only working, days to be agreed.

Main duties of the job

To provide administrative support to Orthoptic services within the trust.

To support the smooth running of Orthoptic outpatient clinicsPreparation of clinicsLocating missing medical recordsReturning outpatient notes to medical recordsBooking outpatient appointmentsDealing with telephone and email enquiries

About us

Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.

We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.

We have received an overall Good rating from the CQC with Medical care (including older peoples care), End of Life Care and Maternity services being deemed Outstanding by the CQC.

Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.

Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.

A video about the Royal Surrey - https://www.youtube.com/watch?v=5HsiGn9joTQ

Date posted

28 October 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£26,240 to £27,928 a year Per annum (pro rota) including High Cost Area Supplement

Contract

Permanent

Working pattern

Part-time

Reference number

384-AR-EMF19385

Job locations

The Royal Surrey Hospital

Egerton Road

Guildford

GU2 7XX

Job description

Job responsibilities

Please refer to full job description & person specification

ORGANISATIONAL

Book out-patient Orthoptic appointments for new and follow-up cases. This requires knowledge of clinic schedules and clinic waiting lists.

Book Ophthalmology consultant clinic appointments.

Prepare Orthoptic out-patient clinics, ensuring that all required case notes are obtained.

Check personal and contact details are correct, and update as necessary.

Maintain manual filing system for in-patient orthoptic case notes.

Some physical effort is involved, in lifting out-patient case notes and pushing case note trolley.

Organise and prioritise own workload.

Be aware of and implement relevant Health and Safety policies.

COMMUNICATION

Liaise with Medical Records department staff, and clerical staff in other specialities.

Deal with internal telephone queries.

Deal with telephone enquiries from patients/carers. This requires tact in dealing with a wide range of people, and can also be stressful as patients may sometimes be aggressive.

Deal with complaints regarding availability or rescheduling of out-patient appointments.

I.T.

Keyboard skills required, and knowledge of Cerner appointment system for booking appointments. Training will be provided.

Job description

Job responsibilities

Please refer to full job description & person specification

ORGANISATIONAL

Book out-patient Orthoptic appointments for new and follow-up cases. This requires knowledge of clinic schedules and clinic waiting lists.

Book Ophthalmology consultant clinic appointments.

Prepare Orthoptic out-patient clinics, ensuring that all required case notes are obtained.

Check personal and contact details are correct, and update as necessary.

Maintain manual filing system for in-patient orthoptic case notes.

Some physical effort is involved, in lifting out-patient case notes and pushing case note trolley.

Organise and prioritise own workload.

Be aware of and implement relevant Health and Safety policies.

COMMUNICATION

Liaise with Medical Records department staff, and clerical staff in other specialities.

Deal with internal telephone queries.

Deal with telephone enquiries from patients/carers. This requires tact in dealing with a wide range of people, and can also be stressful as patients may sometimes be aggressive.

Deal with complaints regarding availability or rescheduling of out-patient appointments.

I.T.

Keyboard skills required, and knowledge of Cerner appointment system for booking appointments. Training will be provided.

Person Specification

Qualifications

Essential

Competent level of literacy/numeracy Relevant IT skills

Desirable

Relevant IT skills

Knowledge and Experience

Essential

Knowledge of computerised appointment booking system

Skills and Capabilities

Essential

Excellent communication skills
Ability to deal tactfully with wide variety of people.
Planning skills to utilise time effectively and prioritise workload
IT Skills, Working knowledge of Microsoft Office with intermediate keyboard skills

Person Specification

Qualifications

Essential

Competent level of literacy/numeracy Relevant IT skills

Desirable

Relevant IT skills

Knowledge and Experience

Essential

Knowledge of computerised appointment booking system

Skills and Capabilities

Essential

Excellent communication skills
Ability to deal tactfully with wide variety of people.
Planning skills to utilise time effectively and prioritise workload
IT Skills, Working knowledge of Microsoft Office with intermediate keyboard skills

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

Royal Surrey NHS Foundation Trust

Address

The Royal Surrey Hospital

Egerton Road

Guildford

GU2 7XX

Employer's website

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

Employer details

Employer name

Royal Surrey NHS Foundation Trust

Address

The Royal Surrey Hospital

Egerton Road

Guildford

GU2 7XX

Employer's website

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