Clinic Administrator

The Christie NHS Foundation Trust; Manchester; On-site; GBP 21,000 - 26,000; Full time

Job summary

The Christie NHS Foundation Trust is seeking a Clinic Administrator to join the Referrals & Bookings team. You will deliver high-quality administrative support for new referrals and outpatient activity, organise appointments, and assist clinicians with clinic templates.

You will also identify capacity issues and escalate risks in line with Trust policies. The role operates Monday to Friday, 8am-6pm, with occasional Saturday shifts (9am-1pm) at enhanced rates.

Qualifications

• Strong administrative and communication skills.
• Ability to organise appointments and manage clinic templates.
• Experience with Health Records systems and clinical scheduling (CareFlow, RTT).

Responsibilities

• Register and scan new referrals within 24 hours.
• Organise patient appointments and support clinic templates.
• Liaise with referring Trusts regarding reports and data sets.
• Monitor patients waiting times and escalate risks.
• Provide professional, empathetic communication with patients and staff.
• Maintain Health Records systems and policies.
• Provide cover and training for new staff.

Skills

Administration

Communication

Patient-focused

Tools

CareFlow

CWP

Job description

An exciting opportunity has arisen for a motivated individual to join the Referrals & Bookings team as a Clinic Administrator. You will provide a high-quality, patient-focused administrative service, ensuring new referrals and outpatient activity are managed effectively and within required waiting times. You will organise appointments, maintain accurate patient information and support clinicians with clinic templates and changes. You will also identify and elevate capacity, waiting time and service issues in line with policies and procedures. This is a busy and varied role requiring excellent administration and communication skills. You will need to be enthusiastic, willing to learn, able to use your initiative and work effectively as part of a friendly, collaborative team. The service operates Monday to Friday, 8am-6pm, with occasional Saturday shifts, 9am-1pm, for which enhanced rates apply.,

• Register and scan new referrals within 24 hours and maintain accurate patient information on CareFlow, CWP and other relevant systems.
• Organise patient appointments and support clinicians with clinic templates, including cancellations, reductions, additional and ad hoc clinics.
• Liaise with referring Trusts regarding outstanding patient reports and Minimum Data Set requirements.
• Monitor patients approaching or exceeding accepted waiting times, prioritising clinical need and taking appropriate action.
• Escalate capacity, waiting-time, service risks and concerns promptly to the Assistant Service Manager in line with procedures.
• Communicate clinic and appointment changes promptly to relevant staff.
• Provide professional and empathetic communication with patients, relatives, staff and external stakeholders, adapting communication to individual needs.
• Undertake general administrative duties, including correspondence, filing, referral registration and appointment booking.
• Work autonomously and collaboratively, prioritising urgent matters and supporting colleagues when demand varies.
• Maintain knowledge of Health Records systems, CareFlow, RTT and Cancer Standards and work within Trust policies.
• Provide cover, support training of new staff and undertake other duties appropriate to the role., To support outpatient activity through the provision of a high-quality, patient/customer-focused service. To ensure all new referrals are managed effectively and within maximum waiting times in line with standard operating procedures and policies. To contact patients directly to organise appointments, ensuring effective communication and reasonable notice. To process requests for clinic cancellations and reductions within one working day of receipt. To identify and elevate capacity, service risks and concerns to Senior Management and/or the appropriate Consultant in line with policies and procedures.
• Register all new referrals within 24 hours and scan onto CareFlow and CWP, maintaining accurate patient information and case note tracking records.
• Work with clinicians to manage clinic templates, including appointment changes, cancellations, reductions, additional streams and ad hoc/new clinics.
• Liaise with referring Trusts regarding outstanding patient reports in line with Minimum Data Set requirements.
• Undertake administrative duties including correspondence, filing, referral registration and appointment bookings.
• Identify patients waiting beyond accepted timescales, prioritising clinical needs and taking appropriate action.
• Escalate capacity issues, waiting-time risks, service concerns and risks promptly to the Deputy Service Manager in line with procedures.
• Communicate clinic and appointment changes promptly to relevant staff.
• Coordinate with other Clinic Administrators to manage variations in demand and support a one-team approach.
• Communicate with patients, relatives, staff and external stakeholders professionally, empathetically and appropriately, adapting communication where required.
• Organise own workload, prioritise urgent matters and work autonomously and as part of a team.
• Maintain knowledge of Health Records systems, CareFlow, RTT and Cancer Standards and work within Trust policies.
• Provide cover, support new staff training and undertake other duties appropriate to the role.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification as the demand of the service dictates. The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.

Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the government website.

Pre-Employment Checks

• + Identity verification
• + Disclosure and barring service (DBS)/Criminal record check (dependent on role, payment of this will be the applicants responsibility)
• + Professional registration and/or qualification check
• + Occupational health assessment
• + Employment history and reference validation

All applicants external to The Christie NHS Foundation Trust will be required to provide their HMRC employment history to cover the most recent three years employment. This information will used to validate employment history and references.

If you require sponsorship, we will assess your eligibility based on current government guidance. If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.

If You're Offered the Role - you will be agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system.

If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system.

Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.

No Smoking Policy - You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.

Additional Information

We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit. We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care. As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy. The Christie NHS Foundation Trust is committed to the highest standards of ethical conduct and integrity in all our activities. We have a zero-tolerance approach to modern slavery in any of its forms, including slavery, servitude, forced or compulsory labour, and human trafficking. We are fully committed to acting ethically and with transparency in all our business dealings and relationships, and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our organisation or supply chains.