Clinic Administrator | The Christie NHS Foundation Trust

The Christie NHS Foundation Trust; Manchester; On-site; GBP 26,000 - 27,000; Full time

Job summary

The Christie NHS Foundation Trust in Manchester is seeking a Clinic Administrator to support the Referrals & Bookings team, delivering a high-quality, patient-focused administrative service to manage new referrals and outpatient activity within waiting-time targets.

You will organise appointments, maintain patient information on CareFlow/CWP, support clinic templates, and escalate capacity and service risks to management, while working collaboratively in a busy team.

Qualifications

• Experience in hospital or NHS administrative roles.
• Ability to organise appointments and maintain patient records.
• Excellent communication and teamwork in a busy environment.

Responsibilities

• Register and manage referrals and appointments within required timescales.
• Organise patient appointments and support clinic templates and changes.
• Maintain accurate patient information on CareFlow, CWP and other systems.
• Escalate capacity, waiting times and service risks to management promptly.
• Provide professional and empathetic communication with patients and staff.

Skills

Administrative support

Communication

Initiative

Tools

CareFlow

CWP

RTT

Health Records systems

Job description

Clinic Administrator | The Christie NHS Foundation Trust

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, service risks and concerns to Senior Management and/or the appropriate Consultant 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.

The Christie is one of Europe’s leading cancer centres, looking after more than 64,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 25% patients are referred to us from other parts of the country.

We are the largest radiotherapy provider in the NHS with one in 20 treatments delivered at The Christie. We have up to 15 linear accelerators operating across our network of sites. We operate the largest chemotherapy unit in the UK on our main site and treatments are also provided at 13 other networked sites, and in patients homes. And as a specialist tertiary surgical centre, we focus on rare cancers, complex procedures, and multidisciplinary approaches to cancer surgery, specialising in colorectal, peritoneal, gynaecological, urological and plastic surgery.

We are also an international leader in research, with world first breakthroughs for over 100 years. We have been named by the UK's National Institute for Health Research (NIHR), as one of the best hospitals providing opportunities for patients to participate in clinical research studies, with more than 800 studies open at any time, caring for over 3,000 patients.

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 issues, service risks and concerns to Senior Management and/or the appropriate Consultant in line with policies and procedures.

Responsibilities

• 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.
• 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.

This advert closes on Friday 13 Nov 2026

Proud member of the Disability Confident employer scheme

Company: The Christie NHS Foundation Trust

Salary: £25,760 - £27,476 Pro rata Per Annum

Hours: Full-time

Location: Manchester, M20 4BX

Job type: Permanent

Posting date: 23 Oct 2026

Closing date: 22 Nov 2026