Clinic Coordinator

Cardiff and Vale University Health Board; Wales; On-site; GBP 25,000 - 27,000; Full time

Job summary

A large integrated health board in Wales seeks a Clinic Coordinator to provide high-standard reception and clerical services for outpatient clinics. The ideal candidate will have experience in patient-focused environments and be able to manage patient inquiries and appointments efficiently. Strong teamwork and prioritization skills are essential, along with proficiency in Microsoft Office. The salary ranges from £25,313 to £26,999 pro rata per annum, with a closing date for applications on 04 January 2026.

Qualifications

• Experience of working within a patient focussed environment.
• Experience of working with Health Records.
• Experience of working within a team.

Responsibilities

• Prepare outpatient clinics and folders.
• Arrange follow up/recall appointments.
• Attend clinical meetings with medical and nursing staff.
• Deal with telephone enquiries.
• Manage outpatient procedures as per local procedures manual.
• Handle patient complaints with tact and empathy.
• Enter non-clinic attendances on PMS.

Skills

Ability to prioritise workload of self and others

Works well in a team

Knowledge of Microsoft office

Education

Good standard of Education

Job description

Clinic Coordinator

The closing date is 04 January 2026

To provide a comprehensive, courteous and efficient reception service to patients and perform to a high standard the clerical duties associated with the co‑ordination of Outpatient Clinics for members of the Clinical Team. To fulfil the Clinic Co‑ordinator role for a named clinic or clinics on a regular basis, and to oversee all aspects of the preparation and delivery of the clinic.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

About us

Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 17,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving over 500,000 people living in Cardiff and the Vale, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone, delivering excellent care and support.

Our mission is "Living Well, Caring Well, Working Together" and our vision is that every person's chance of leading a healthy life should be equal. Our 10-year transformation and improvement strategy, Shaping Our Future Wellbeing, is our chance to work collaboratively with the public and our workforce to make our health board more sustainable for the future.

Main duties of the job

To provide a comprehensive, courteous and efficient reception service to patients and perform to a high standard the clerical duties associated with the co‑ordination of Outpatient Clinics for members of the Clinical Team. To fulfil the Clinic Co‑ordinator role for a named clinic or clinics on a regular basis, and to oversee all aspects of the preparation and delivery of the clinic.

Job responsibilities

• To prepare outpatient clinics and folders, trace medical/dental records as necessary and to ensure, through the critical examination of individual patient medical records, that all investigations and test results are sought and are present on patients record prior to the clinic. 2. To arrange follow up/recall appointments as necessary. 3. To attend clinical meetings with medical and nursing staff as directed. 4. To deal with telephone enquiries as appropriate. 5. To undertake general reception duties, receiving patients, checking personal and demographic details, amending Patient Master Index where necessary and dealing with general enquiries. 6. To administer non‑clinic attendances and outpatient procedures as per local procedures manual. 7. To manage outpatient procedures as per local procedures manual. 8. To add patients to appropriate waiting lists, to monitor these on a regular basis and to highlight to the patient access facilitator any discrepancies in achieving and maintaining the WAG performance targets. 9. To liaise with other departments/offices as necessary, e.g. Appointments Helpline, New Appointments Office, Emergency Unit. 10. To ensure that, through liaison with the Clinicians (Consultant or lead nurse) that where clinics are blocked and/or cancelled that patients are re‑assigned to future clinics within the agreed booking rules and parameters. 11. To maintain confidentiality of information (which may include information regarding patients, staff, family and friends) at all times.
• 12. To arrange transport of those follow up patients who require it, liaising with Ambulance Office where appropriate. 13. To cover other clinics within the department and prepare outreach clinics as appropriate. 14. To deal with patients complaints and concerns with tact, diplomacy and empathy in line with the Health Board and local procedures. 15. To take action on Did Not Attends (DNAs) as directed by the clinicians and Health Board policy. 16. To be responsible for overbooking clinics in line with local procedures. 17. To deal with outpatient telephone calls. 18. To enter on PMS non‑clinic attendances (e.g. colposcopy). 19. To complete statistical returns relating to patients and patient questionnaires as required. 20. To appoint new patients as necessary.

Person Specification

Qualifications

• Good standard of Education

Experience

• Experience of working within a patient focussed environment
• Experience of working with Health Records
• Experience of working within a team

Personal Qualities

• Ability to remain calm under pressure
• Flexible approach to work
• Enthusiastic and reliable

Skills

• Ability to prioritise workload of self and others
• Works well in a team
• Knowledge of Microsoft office

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.

Cardiff and Vale University Health Board

£25,313 to £26,999 a year per annum pro rata