Clinic Coordinator - Gynae Oncology & Colposcopy

Transformation Unit; Manchester; Hybrid; GBP 26,000 - 27,000; Full time

Job summary

Manchester University NHS Foundation Trust is looking for a Clinic Coordinator in the Gynaecology Division to provide administrative support from referral to treatment. You will work with medical and nursing teams to ensure timely patient pathways and first encounters, coordinating referrals and appointments within Oncology & Colposcopy.

The role requires excellent communication, data entry skills and familiarity with MS Office.

Qualifications

• GCSE Maths and English or equivalent literacy/numeracy qualifications.
• NVQ2 in Customer Service or Medical Administration or evidence of continued development.
• ECDL or other IT qualifications to support admin tasks.
• NVQ3 in Customer Service or relevant subject matter.

Responsibilities

• Manage patient referrals and booking of first appointments.
• Liaise with staff at all levels and support clinics autonomously.
• Handle data entry with accuracy and maintain waiting lists.
• Support DBS checks and comply with confidentiality and NHS targets.

Skills

Verbal communication

Written communication

Interpersonal skills

Data entry

Confidentiality

Excel

Education

GCSE Maths and English

NVQ2 in Customer Service or Medical Admin

ECDL or IT qualifications

NVQ3 in Customer Service

Tools

HIVE

ICE referral system

e-referral system

Job description

Employer Manchester University NHS Foundation Trust Employer type NHS Site St Mary's Hospital Town Manchester Salary £25,760 - £27,476 Per Annum (Pro Rata) Salary period Yearly Closing 03/11/2026 23:59

Clinic Coordinator - Gynae Oncology & Colposcopy

NHS AfC: Band 3

Job overview

We are looking to recruit enthusiastic and well-motivated individuals to work within our Gynaecology Division as a Clinic Coordinator to provide a comprehensive, professional and effective administrative service. This role is crucial in looking after our patients from when they are initially referred to our Service by working closely with our Medical and Nursing Teams, until their treatment with us is concluded.

In return we offer a rewarding role that offers challenge but also support from your team manager with training opportunities identified and offered in order to support your ongoing development and the chance to be a part of an exciting and dynamic team.

The post holder will support the provision of the highest quality patient care through dedicated administrative and clerical support and continuous improvement within our Oncology & Colposcopy Team. The Post holder will support Lead Patient Pathway Coordinators and Cancer Pathway Navigators ensuring the provision of a comprehensive service to the Consultants and their teams, working within this area.

Based in the Oncology & Colposcopy administrative team, the post holder will be the point of contact for all administrative and clerical issues relating to patients’ initial HSC referral and pathway of care, tracking and supporting them from referral to first encounter.

Main duties of the job

The post holder will be required to:

Have excellent communication and interpersonal skills as they will need to liaise with staff at all levels. Work well as part of a larger team as well as have the ability to work autonomously, be able to multi-task and be flexible in their approach..

Engage and communicate with patients on a daily basis regarding their care with us and the next steps in their pathway.

Demonstrate attention to detail; exceptional organisational skills and be able to manage changing priorities as they arise, in a calm and professional manner to ensure the smooth running and efficient service.

Have a good working knowledge of MS software, data collection skills.

Have previous knowledge of working in a relevant hospital based role and have an understanding of clinical pathways and medical terminology

The role is focused on the patients referral and initial appointment, assisting us to see the right patients, at the right time place, by the right clinician. The post holder will manage all new referrals, tracking and booking of first appointments.

Working for our organisation

Join Manchester University NHS Foundation Trust (MFT), the largest provider of specialist services, and our Oxford Road Campus in Manchester, the largest health academic campus in Europe – a great place to shape your career.
With a workforce of over 30,000 colleagues, we work together to deliver exceptional care to more than 1 million people every year.
Behind every patient cared for are people like you - keeping services running smoothly, supporting clinical teams, and helping create safe, welcoming environments for patients and our people alike.
At MFT, we believe in the power of teamwork, respect, and inclusion. Our People Plan reflects our commitment to making MFT a place where everyone feels they belong, where your ideas are heard, and your contribution is truly valued. Join us and work smarter with our digital technology and thrive in a collaborative culture that empowers you to deliver your best to ensure that your work behind the scenes creates seamless, high-quality care and exceptional patient outcomes.
Whether you're just starting out or looking to grow, we offer clear pathways for development and a culture that supports your wellbeing, ambition, and success. Everything you do makes a real difference to the lives of others.
At MFT, your role matters, your impact is real, and you’re part of something bigger from day one.

Detailed job description and main responsibilities

To find out more about the key responsibilities and the specific skills and experience you’ll need for this role, take a look at the Job Description & Person Specification attachments under the ‘Documents to download’ heading.

Explore ‘Inside MFT – Your Candidate Place’

To help you feel confident, prepared and fully informed before you apply, we invite you to explore Inside MFT – Your Candidate Place. This welcoming one‑stop hub gives you a real sense of who we are, what we stand for, how we reward and support you, and the many ways we care for you as you care for others. You’ll also find practical hints and tips for submitting a great application, along with the essential information you need to know before you apply.

To access Inside MFT – Your Candidate Place, simply click on the relevant PDF document under the ‘Documents to download’ heading and once opened, you can either scan QR code or click on the link provided.

We welcome applications from a wide range of backgrounds and experiences.
To help us manage applications fairly and give each one the time it deserves, our adverts may close early if we receive a high level of interest. Early applications are therefore encouraged.

Diversity Matters
MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, please contact the manager named below.

Use of Artificial Intelligence (AI) in your application

Here at Manchester University NHS Foundation Trust, we’re proud to be ALL HERE FOR YOU, for our patients, our communities, and each other.
As part of our commitment to fairness, transparency, and personal integrity, we ask all applicants to ensure that their job applications reflect their own experiences, skills, and motivations. While AI tools can support spelling, grammar, or formatting, we expect that the content of your application, especially personal statements and responses to role specific questions is written by you. This helps us get to know the real you and ensures that our recruitment process remains equitable and meaningful for everyone.

Thank you for helping us uphold the values that make our Trust a place where people belong, grow, and thrive. We look forward to receiving your application.

Disclosure and Barring Service (DBS) check

As part of our commitment to safeguarding patients and staff, many roles at Manchester University NHS Foundation Trust (MFT) require a Disclosure and Barring Service (DBS) check. This is a standard process across the NHS and helps us ensure a safe environment for everyone.

As part of the DBS check that is a background check that reveals any criminal convictions, cautions, reprimands, or warnings. The level of check required depends on the role:

Standard DBS : Checks for spent and unspent convictions, cautions, reprimands, and final warnings.

Enhanced DBS : Includes the above, plus any additional information held by local police that’s considered relevant to the role.

Enhanced with Barred Lists : Includes all of the above, plus checks against the children’s and/or adults’ barred lists.

Who Needs a DBS Check

Most roles involving direct patient contact, working with children or vulnerable adults, or access to sensitive information will require a DBS check. The job advert and recruitment team will let you know if this applies to your role.

The Costs for a DBS

At Manchester University NHS Foundation Trust (MFT), roles that require a DBS check are subject to a cost recovery policy. This means that the cost of submitting and processing a DBS application if you are successful and join us, will be deducted from your salary within the first three months of employment. If, however, you withdraw from a conditional offer after the DBS process has begun, you will still be liable for the cost incurred.

Candidates are also expected to register with the DBS Update Service which must be completed within 30 days of the certificate being issued. This helps streamline future employment checks and supports safer recruitment practices. For more information, please visit the DBS Update Service.

Person specification

Qualifications

• GCSE Maths and English or equivalent qualifications to demonstrate literacy and numeracy skills OR Successful completion of relevant NHS apprenticeship programme.
• NVQ2 in Customer Service or Medical Administration or evidence of continued development OR At least 2 years previous experience in an NHS Band 2 administrative role
• ECDL or other relevant IT qualifications
• NVQ 3 in Customer Service or other relevant subject matter

Experience

• Previous experience of working in a customer service environment as part of a team as well as in isolation
• Experience of dealing with a range of information and accurate data entry
• Ability to deal effectively with a range of ‘customers’ including patients, clinical and managerial staff.
• Evidence of handling difficult circumstances, eg customer complaints
• Knowledge of outpatient booking and scheduling processes
• Previous experience of supervising staff
• Previous experience of effectively managing a waiting list

Skills and abilities

• Excellent verbal and written communication skills with an ability to identify barriers to communication and adapt style/method accordingly
• Basic keyboard skills and IT literate, particularly Excel
• Self‑motivated and productive without constant supervision
• Excellent interpersonal skills
• Understanding of the importance of confidentiality
• Awareness of the NHS access targets and associated policies
• Ability to accurately enter data
• Experience in the use of HIVE, e-referral system and ICE referral system
• Negotiating and influencing skills
• Knowledge of NHS terminology
• Knowledge of outpatient pathways

Employer certification / accreditation badges