Clinical Office Coordinator, Colorectal Surgery in Chertsey

An exciting opportunity has arisen for a Clinical Office Co‑ordinator to join our busy Colorectal Team. The role includes general office duties, booking appointments, and working closely alongside the Consultants and their teams to provide an excellent administrative service to patients. Clinics and patients will need to be carefully managed. Administration skills are required, along with an excellent telephone manner. The successful candidate will be enthusiastic, highly motivated, a team player, flexible, and attentive to detail. You will use systems such as Surrey Safe Care (Cerner), Evolve and Dictate I.T. Previous experience of these systems is desirable, but not essential; training will be provided.

Main duties of the job:

• A comprehensive administrative service to the clinical office and clinical staff.
• Organise workloads with the Consultants and Teams, coordinating with other Clinical Office Co‑ordinators to ensure an efficient service.
• Book appointments for the service and cover cross when necessary.
• Act as an essential point of contact for patients and work closely with clinicians, specialist nurses and other specialities.
• Work with all members of the Patient Pathway Team to ensure pathways are managed and that clinic/theatre bookings align with the Trust's Access Policy.
• Exercise initiative and carry out duties to make a direct and positive contribution to the organisation of the work.
• Fully capable of fulfilling the role of Clinical Office Administrator when required.

About Us:

Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people in North‑West Surrey and beyond. We have over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff across our two sites, Ashford and St Peter's, Chertsey. We run specialist clinics in the community, local community hospitals and other facilities. Our vision is to be one of the best healthcare Trusts in the country. We are committed to continuous professional development, staff benefits and flexibility for workforce planning.

Job Responsibilities:

• Using LUNA daily, liaise with the Patient Pathway Team to coordinate all elements of the patient pathway.
• Liaise with the Appointments Centre for new outpatient bookings and ensure follow‑up appointments are made as results become available.
• Monitor patients sent to other Trusts to prevent breaches of 18‑week targets, in conjunction with the Patient Pathway Team.
• Highlight potential breaches or delays to the Team Leader, Patient Pathway Team or Service Manager per the Trust’s escalation policy.
• Contact patients directly to book, cancel or re‑book appointments and manage appointment letters.
• Check all clinic letters are completed accurately and outcomes recorded on Surrey Safe Care (Cerner).
• Monitor overbooking of clinics and arrange additional clinics to meet 18‑week and cancer targets.
• Manage changes in clinic templates as directed by the Service Manager.
• Attend regular team meetings arranged by the Team Leader.
• Handle patient queries effectively via telephone, letter and email.
• Work as a team member and adhere to strict deadlines.
• Provide fast, accurate clinical correspondence and prepare replies and requests for Consultant teams.
• Use new working systems within the Clinical Office to promote an efficient service (e.g., outsourced transcription, e‑correspondence to GP practices, electronic storage, discharge summaries).
• Ensure all changes notified by patients are added accurately and immediately, following Trust standards.
• Serve as the first point of contact for written and telephone queries on behalf of consultants and teams.
• Handle enquiries from patients, relatives, wards, GPs and external agencies with confidentiality.
• Assist in training new and temporary staff.
• Use independent judgement and initiative to resolve problems or refer appropriately.
• Co‑ordinate and support clinics as required.
• Participate in Trust training courses to maintain skills and knowledge.
• Manage commitments held at other organisations, notifying managers and consultants of planned leave.
• Demonstrate an understanding and reassuring manner when dealing with patients and relatives.
• Undertake mandatory training as required by the Trust.
• Perform any other duties that reasonably fit within the broad scope of this role.

Person Specification:

• Attitude, behaviours and values: Always puts patients first. Flexible, supportive of team working and meeting objectives. Respects, values and cares for others. Takes personal responsibility and demonstrates a passion for excellence.
• Experience: Previous secretarial or administration experience. Previous experience in an office environment. Desirable: Admin experience within NHS.
• Qualifications: GCSE English and Maths grade C or equivalent. Computer skills.
• Skills: Effective communication, written and verbal, ensuring high standards of care. Ability to deal sensitively and tactfully with all contacts, maintaining confidentiality. Use initiative and judgement in handling day‑to‑day issues. Desirable: Previous use of NHS IT systems (Cerner, LUNA, Dictate, Evolve).

Disclosure and Barring Service Check: This post requires a Disclosure and Barring Service check under the Rehabilitation of Offenders Act (Exceptions Order) 1975. A submission for disclosure will be made to the DBS to check for any previous convictions.

Employer details:

Employer: Ashford & St. Peter's Hospitals NHS Foundation Trust
Address: Ashford & St Peter's Hospital, Guildford Road, Chertsey, KT16 0PZ
Website: https://www.ashfordstpeters.nhs.uk/