• Job Description

  Req#: C9323-25-0133?language=en&page=487&sort=publicationDateDesc

  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:

  1. 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.
  2. To scan and file patient results, letters and medical correspondence
  3. 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.
  4. 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.
  5. 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.
  6. To liaise directly with patients to book, cancel, and rebook any outpatient appointments.
  7. To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients follow-up appointments.
  8. Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Cerner.
  9. Support the Clinical Office Coordinators with their workload when required.
  10. 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:

  1. 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.
  2. To scan and file patient results, letters and medical correspondence
  3. 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.
  4. 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.
  5. 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.
  6. To liaise directly with patients to book, cancel, and rebook any outpatient appointments.
  7. To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients follow-up appointments.
  8. Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Cerner.
  9. Support the Clinical Office Coordinators with their workload when required.
  10. Manage changes in clinic templates as directed by the Service Manager.

  General:

  1. Attend regular team meetings arranged by Team Leader.
  2. Deal with patient queries effectively by telephone, letter, and email.
  3. 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.
  4. 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:

  1. 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.
  2. To scan and file patient results, letters and medical correspondence
  3. 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.
  4. 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.
  5. 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.
  6. To liaise directly with patients to book, cancel, and rebook any outpatient appointments.
  7. To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients follow-up appointments.
  8. Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Cerner.
  9. Support the Clinical Office Coordinators with their workload when required.
  10. Manage changes in clinic templates as directed by the Service Manager.

  General:

  1. Attend regular team meetings arranged by Team Leader.
  2. Deal with patient queries effectively by telephone, letter, and email.
  3. 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.
  4. 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)

  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)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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