Clinical Office Administrator, Audiology

Ashford and St. Peter's Hospitals NHS Foundation Trust; Ashford; On-site; GBP 27,000 - 29,000; Full time

Benefits offered by this job

NHS Pension Scheme

Flexible working

On-site childcare (nursery)

NHS discounts

Job summary

Ashford and St. Peter's Hospitals NHS Foundation Trust is seeking a Clinical Office Administrator for the Audiology department. The role is 37.5 hours weekly, full-time, Monday to Friday, in Ashford.

A high level of organisation and clear communication with healthcare professionals, patients and relatives is required. The post involves coordinating timetables, clinic capacity, and outpatient waiting lists, with training on hospital administration systems provided.

Qualifications

• Previous administration experience.
• GCSE Maths and English pass or equivalent.
• NHS Experience.
• NHS systems and procedures.

Responsibilities

• Provide clerical support to the Audiology Clinical Office.
• Support the Clinical Office Administrative Co-ordinator.
• Process clinic reports and upload to patient notes for next visit.
• Save and make clinic letters available in patient records.

Skills

Administrative experience

Communication skills

Confidentiality

Education

GCSE Maths and English

NHS experience

Tools

Cerner

Job description

Main area Audiology Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday to Friday excluding weekends and public holidays) Job ref 323-AC2927-SK-A

Employer Ashford and St. Peter's Hospitals NHS Foundation Trust Employer type NHS Site Ashford Hospital Town Ashford Salary £27,106 - £28,850 pa, inc. HCAS Salary period Yearly Closing 11/09/2026 23:59

Clinical Office Administrator, Audiology

NHS AfC: Band 3

Job overview

An exciting opportunity has arisen for someone to join the Audiology Clinical Office at Ashford Hospital.

A full-time (37.5 hrs) role of the Clinical Office Administrator is required to provide clerical support within the main clinical office. It requires a high level of organisational skills and someone who is good at communicating with a wide range of health care professionals, as well as patients and their relatives.

The successful candidate will be responsible for many roles including organising timetables, dealing with clinic capacity and the outpatient waiting lists for both new and follow up patients.

Computer skills are essential, and training will be given on hospital administration systems.

In return we offer opportunities for training and development, access to the NHS Pensions Scheme, work perks, NHS discounts; opportunities for flexible working and on-site childcare provision (nursery).

This role does not qualify for sponsorship.

For any informal enquiries through email only, please contact Joanne Eversley [emailprotected]

Main duties of the job

The Clinical Office Administrator will provide a comprehensive support administrative service to the Audiologists and their administrative colleagues. They will be expected to organise their workload with the Audiologists and co-ordinate their activities with other Clinical Office Administrative Co-ordinators, to ensure that an efficient service is provided. The Clinical Office Administrator will carry out their duties in such a way, as to make a direct and positive contribution to the organisation of the work. It is essential that the Clinical Office Administrator should use their initiative proportionately within the role and maintain confidentiality at all times.

Working for our organisation

Ashford and St. Peters Hospitals NHS Foundation Trust is the largest provider of acute hospital services to Surrey residents, serving a population of 410,00 people and employing approximately 4,800 staff.

Our vision is to provide an outstanding experience and best outcomes for patients and the team. We are committed to providing continuous professional development and flexibility to deliver our workforce plan.

We work in partnership with Royal Surrey Hospital NHS Foundation Trust through a collaborative Group Model, supporting joined-up services, workforce flexibility and development opportunities.

St Peter’s Hospital delivers complex medical and surgical care, maternity and emergency services. Day and Orthopaedic surgery, ophthalmology and outpatient services are delivered at Ashford Hospital. Additional services are delivered at Woking Community Hospital.

Our Values provide us with the behaviours we respect and can commit to. By living our values through our everyday interactions, we can build a stronger, more resilient, and forward- thinking organisation, guiding us to achieve success and make a positive impact on how we deliver our services.

We can offer you the full range of NHS benefits and discounts.

For more information about careers at ASPH please visit:
www.asph-careers.org

Detailed job description and main responsibilities

• To provide clerical support to the Audiology Clinical Office
• Support the Clinical Office Administrative Co-ordinator
• To ensure patient's clinic reports are processed, sent to GP’s and uploaded to the patient’s notes for the next clinic visit
• Work as part of the administrative team to ensure that clinic letters are saved and available in the patient’s records.
• Ensure any clinic outcomes are passed to the Clinical Office Administrative Co-ordinators for actions (e.g. add to waiting list)
• Sort, distribute and prioritise incoming post using judgement and experience to decide which documents are to be passed to other areas for information purposes or action the letters contents
• Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person
• Competent use of Cerner after training in accordance with required departmental standards of work
• Ensure that effective communication both within the Trust and between the hospital, GPs and patients is maintained. Exercise independent judgement and initiative based on acquired experience and knowledge when problems arise by taking appropriate action to resolve the problems or refer to the appropriate person
• Ad hoc retrieval of medical records/X-rays/investigation results relating to patient/Consultant enquiries
• Liaise with all staff concerned with patient services e.g. medical, nursing, medical records, X-ray and management
• Deal with enquiries by letter/email/telephone from patients, GPs, other hospitals and other Consultants
• Action results of clinical investigations within procedural guidelines
• Managing own workload, prioritising as necessary
• Work as part of a team and assisting with the training of new and temporary staff. Providing support and advice where appropriate
• Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team
• Through self-development, continuously update knowledge of new trends and maintain and improve knowledge and competence
• Have the ability and commitment to work as a team member and be able to adhere to strict deadlines
• When required assist with the investigation and compilation of responses to complaints within optimum deadlines
• Demonstrate an understanding and reassuring manner when dealing with patients and their relatives
• Undertake all mandatory training as required by the Trust
• Any other duties relevant to the above tasks

Person specification

• Previous administration experience
• Working in a busy office and dealing with conflicting demands
• Willing and able to take personal responsibility
• GCSE Maths and English pass or an equivalent
• NHS Experience
• NHS systems and procedures

Maintain confidentiality

• Good written and verbal communication skills.
• Able to deal sensitively and tactfully with all contacts and maintain confidentiality
• Able to prioritise work
• You are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.