Job summary An amazing opportunity has come up within the Respiratory department for an Clinical Office Administrative. We're looking for a motivated Clinical Office Administrative to join us on a permanent basis. This role is central to our mission of delivering exceptional care, involving varied office tasks, coordinating appointments as per instruction, and working closely with our Clinic coordinators, pathway trackers, management and the extended Respiratory team to ensure a smooth administrative experience for our patients. If you are a highly motivated individual who takes personal responsibility in what they do, whilst having a customer/patient focus with extensive secretarial or administrative experience gained in a busy environment, then we would love to hear from you. Main duties of the job Main Duties and Responsibilities: Using Powerchart 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 scan and file patient results, letters and medical correspondence To liaise with 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 appointments. Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team. To highlight any potential breaches or delays in the patient's pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trust's escalation policy. To liaise directly with patients to book, cancel, and rebook any outpatient appointments. To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients follow-up appointments. Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Cerner. Support the Clinical Office Coordinators with their workload when required. Manage changes in clinic templates as directed by the Service Manager. 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 04 March 2025 Pay scheme Agenda for change Band Band 3 Salary £25,329 to £26,958 a year pa inc. HCAS Contract Permanent Working pattern Part-time Reference number 323-AC0312-JN Job locations St Peters Hospital Ashford and St Peters Hospital Chertsey KT16 0PZ Job description Job responsibilities Main Duties and Responsibilities: Using Powerchart 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 scan and file patient results, letters and medical correspondence To liaise with 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 appointments. Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team. To highlight any potential breaches or delays in the patients pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trusts escalation policy. To liaise directly with patients to book, cancel, and rebook any outpatient appointments. To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients follow-up appointments. Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Cerner. Support the Clinical Office Coordinators with their workload when required. Manage changes in clinic templates as directed by the Service Manager. General: Attend regular team meetings arranged by Team Leader. Deal with patient queries effectively by telephone, letter, and email. As part of a team with other Clinical Office Administrative Coordinators, provide (Minimum) 9am - 5pm secretarial/admin cover from Monday to Friday each week within each speciality. Have the ability and commitment to work as a team member and be able to adhere to strict deadlines. Job description Job responsibilities Main Duties and Responsibilities: Using Powerchart 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 scan and file patient results, letters and medical correspondence To liaise with 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 appointments. Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team. To highlight any potential breaches or delays in the patients pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trusts escalation policy. To liaise directly with patients to book, cancel, and rebook any outpatient appointments. To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients follow-up appointments. Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Cerner. Support the Clinical Office Coordinators with their workload when required. Manage changes in clinic templates as directed by the Service Manager. General: Attend regular team meetings arranged by Team Leader. Deal with patient queries effectively by telephone, letter, and email. As part of a team with other Clinical Office Administrative Coordinators, provide (Minimum) 9am - 5pm secretarial/admin cover from Monday to Friday each week within each speciality. Have the ability and commitment to work as a team member and be able to adhere to strict deadlines. Person Specification Experience Essential Extensive secretarial or administrative experience Previous experience of working in a busy office and dealing with conflicting demands Desirable NHS Experience Secretarial Experience Audio Typing Experience of working in a front-line position with the general public Knowledge Essential NHS Constitution Trust vision, values, strategic objectives and key work programmes Have an awareness of target deadlines and their significance. Desirable NHS systems and procedures Various secretarial & administrative procedures. Skills Essential You have a good understanding of their communication, physical & emotional needs; can identify their individual needs and preferences, their changing needs and recognise and promote their independence. You have knowledge & awareness of diversity and human rights and the competencies appropriate to your role to support their diverse needs and human rights. Professional, smart and positive self presentation. Courteous and helpful telephone manner Good written & verbal communication skills. Able to communicate courteously, concisely and effectively with all levels of staff and with the public and demonstrate Ability to work as part of a team and support colleagues as required. Able to prioritise the work load and work to deadlines Able to use initiative and judgement in dealing properly with day to day issues and queries Able to work under pressure Able to understand and maintain confidentiality at all times. Desirable Working knowledge of Powerchart, Surrey Safe Care, Dictate I.T, Evolve Person Specification Experience Essential Extensive secretarial or administrative experience Previous experience of working in a busy office and dealing with conflicting demands Desirable NHS Experience Secretarial Experience Audio Typing Experience of working in a front-line position with the general public Knowledge Essential NHS Constitution Trust vision, values, strategic objectives and key work programmes Have an awareness of target deadlines and their significance. Desirable NHS systems and procedures Various secretarial & administrative procedures. Skills Essential You have a good understanding of their communication, physical & emotional needs; can identify their individual needs and preferences, their changing needs and recognise and promote their independence. You have knowledge & awareness of diversity and human rights and the competencies appropriate to your role to support their diverse needs and human rights. Professional, smart and positive self presentation. Courteous and helpful telephone manner Good written & verbal communication skills. Able to communicate courteously, concisely and effectively with all levels of staff and with the public and demonstrate Ability to work as part of a team and support colleagues as required. Able to prioritise the work load and work to deadlines Able to use initiative and judgement in dealing properly with day to day issues and queries Able to work under pressure Able to understand and maintain confidentiality at all times. Desirable Working knowledge of Powerchart, Surrey Safe Care, Dictate I.T, Evolve 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 Peters Hospital Ashford and St Peters Hospital Chertsey KT16 0PZ Employer's website https://www.ashfordstpeters.nhs.uk/ (Opens in a new tab)