Clinical Office Administrator - Hand Therapy

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

Job summary

Ashford and St. Peter's Hospitals NHS Foundation Trust is seeking a part-time Clinical Office Administrator (Band 3) for the Hand Therapy outpatient service at Ashford Hospital. The role supports high-quality patient experience and efficient admin workflows.

The post requires use of multiple systems (Cerner, ERS, Evolve, Envoy, Dictate IT) and a commitment to care quality. Training will be provided, with pro rata salary and NHS benefits.

Qualifications

• Experience in NHS/clinical admin environment preferred.
• Strong communication and organisational skills essential.
• Ability to work with multiple IT systems and maintain patient data accuracy.

Responsibilities

• Provide reception and administrative support for the Hand Therapy outpatient service.
• Book appointments, manage referrals, and coordinate with clinicians.
• Support senior Hand Therapists and cross-site reception duties as needed.
• Prepare patient records and maintain confidential information.
• Loster tasks such as photocopying and filing to support department operations.

Skills

Customer service experience

Team working

Ability to work to deadlines

Prioritise workload

Education

English + Maths Qualification

Tools

Cerner

ERS

Evolve

Envoy

Dictate IT

Microsoft Office

Job description

Main area Outpatient Hand Therapy Admin Grade NHS AfC: Band 3 Contract Permanent Hours Part time - 30 hours per week (Monday - Friday 6 hours per day) Job ref 323-AC4613-ED-A

Employer Ashford and St. Peter's Hospitals NHS Foundation Trust Employer type NHS Site Ashford Hospital Town Ashford, Surrey Salary £27,106 - £28,850 per annum inc. HCAS pro rata Salary period Yearly Closing 08/10/2026 13:00 Interview date 21/10/2026

Clinical Office Administrator - Hand Therapy

NHS AfC: Band 3

Job overview

This is an exciting opportunity to join our Outpatient Hand Therapy Admin Team in Ashford Hospital as a B3 Clinical Office Administrator.

The successful applicant will have the ability to work as part of the admin team in order to deliver a high-quality patient experience and administrative service for our team of Hand Therapists, display excellent communication skills, and have an understanding of delivering healthcare services. You will need to demonstrate commitment to care quality and performance delivery, alongside being a team player with the ability to problem solve and work independently.

An understanding of the 18-week patient pathway is preferable, although training will be given. You will be required to use a number of systems including Cerner, ERS, Evolve, Envoy and Dictate IT. Previous experience of these systems is desirable, but not essential, as training will be provided.

Applicants should refer to the Person Specification to ensure they meet the criteria for the post.

Main duties of the job

The post holder will:

• Undertake a range of administrative and clerical activities including:
• Reception duties, booking both new and follow up appointments. Utilising clinic slots fully, telephone enquiries and use a number of trust systems.
• In addition, the role will provide other clerical and administrative support to the outpatient hand therapy service as required.
• The post holder will come into direct contact with patients, carers and relatives and healthcare professionals.
• To support the outpatient Band 7 Hand Therapists and other members of the team in the smooth running of the hand therapy outpatient department.
• To provide cross site reception/administration cover as required.
• The post holder will be able to multi task and work well under pressure, prioritising work load and creating a great patient experience.

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 are part of a collaborative Group with the Royal Surrey NHS Foundation Trust. As part of this partnership, colleagues may occasionally work across both organisations to support shared services, development opportunities and patient care.

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.

Please note that adverts may close early, so early application is encouraged.

Detailed job description and main responsibilities

• To use the Trust’s information systems appropriately in the outpatient hand therapy department to record all referrals ensuring data accuracy with patient details, referrer details and referral dates highlighting any referrals which require urgent attention and investigating any discrepancies or missing information.
• To ensure that clinic appointments are used effectively and efficiently with appropriate bookings made according to the type and urgency of treatment required.
• To send any relevant paperwork or telephone patients informing them of an appointment time/changes and any other relevant information pertinent to their appointment.
• Work with the iMSK admin hub to process iMSK referrals for health professional teams.
• To undertake the full range of reception duties for the hand therapy outpatient department. This will include assisting patients whilst checking in, out-coming appointments and rebooking appointments with the patient.
• To deal with telephone enquiries regarding all hand therapy outpatient appointments and to make appropriate changes/amendments using the Trust’s information systems in line with departmental guidance.
• Action daily reports that show appointment cancellations or require those that require rebooking in order to maximise clinic utilisation.
• To advise patients of non-clinical information e.g., outpatient waiting times.
• To update the waiting list records as required.
• To prepare patient records for the hand therapy department.
• To be responsible for booking transport for patients and liaising with the transport services to ensure that patients’ arrival and return journeys are planned in conjunction with patient need and clinic requirements.
• To file and archive clinical records
• To run daily reports and any other ad hoc reports from the Trust’s information system.
• To be responsible, in cooperation with the senior hand therapy staff for cancelling clinics in the event of unplanned absence adhering to department policies.
• To discharge patients in line with the departmental policies and procedures .
• To make changes to clinic templates as required
• To collect, open and date stamp post for the department.
• To undertake photocopying and other general clerical duties as required for the hand therapy department.
• To attend staff meetings and any other meetings as appropriate.
• To liaise with GPs, medical staff, wards, physiotherapists, iMSK admin hub and colleagues as required.
• To provide cover for other non-clinical roles within the department as required
• To assist with ordering stationery and other office supplies.
• To assist in running the hand therapy equipment shop, ensuring efficient handling of cash in line with policies and procedures.
• To assist in the process of patients and other parties accessing medical records. Ensuring that correspondence with solicitors and other communication is carried out in a timely manner in accordance with policies and procedures.
• To maintain a safe working environment liaising with other departments and completing incident forms as required.
• To prioritise workload and work without supervision when necessary.

Person specification

Qualifications

• Achieved English + Maths Qualification
• Knowledge of Microsoft Computer Packages

Experience

• Telephone + Face to Face Customer/Patient Experience
• Team Working
• Taking initiative
• Experience working in a health or social care setting

Skills

• Able to work to deadlines and under pressure
• Good organisational skills
• Able to prioritise workload
• Flexible

Please note that adverts may close early, so early application is encouraged.

Certificate of Sponsorship
In line with UKVI guidance, we are unable to provide a Certificate of Sponsorship for Band 2 and Band 3 roles.

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.

Name Alison Willett Job title Operations Manager of Outpatient Therapies Email address [e-mail] Telephone number 01784 88 4484