Clinical Office Administrator - Obstetrics & Gynaecology

NHS; Chertsey; On-site; GBP 26,000 - 28,000; Full time

Job summary

A local NHS foundation trust in Chertsey is seeking a Clinical Office Administrator to provide comprehensive administrative support to the Gynaecology team. Responsibilities include managing patient enquiries and handling medical records while ensuring confidentiality. The ideal candidate will have previous administration experience and proficiency in Microsoft Office. This position offers a salary of £26,240 to £27,928 per annum pro rata, including HCAS.

Qualifications

• Previous administration experience required.
• NHS experience preferred.
• Willing to take personal responsibility.

Responsibilities

• Provide clerical support to the Clinical Office.
• Manage communications with patients and healthcare professionals.
• Ensure confidentiality is maintained.

Skills

Customer service focus

Computer proficiency

Ability to learn new systems

Team working

Education

English and Maths GCSE Grade C

Tools

Microsoft Office

Job description

Overview

Ashford and St. Peters Hospitals NHS Foundation Trust is seeking a Clinical Office Administrator to join the busy Gynaecology clinical office. The post holder will provide excellent and comprehensive administrative support to the team, liaising with patients, GPs and clinical staff while handling enquiries by letter/email and telephone.

The closing date is 30 September 2025

Job responsibilities

• To provide clerical support to the Clinical Office.
• Deal with enquiries by letter/fax/email/telephone from patients, GPs, other hospitals and Consultants.
• Work as part of the administrative team to ensure that clinic letters are downloaded, printed and proof read using the transcription service. Once letters are approved by clinicians, send-off (electronically or by post).
• Sort, distribute and prioritise incoming post using judgement and experience to decide which documents are to be passed to consultants and which may be passed to other areas for information or action.
• Use of the Trust\'s Evolve system, which manages Electronic Medical Records. Preparing documents for scanning by creating appropriate cover sheets and delivering notes to the scanning department.
• Establish good levels of communication and liaise with other secretaries, medical staff and other departments and hospitals.
• Ensure that confidentiality is maintained at all times.
• To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.
• Support the Clinical Office Administrative Co-ordinators and work as part of the administrative team to ensure clinic letters are downloaded, printed and proof read; send letters electronically or by post once approved by clinicians.
• Ensure any clinic outcomes are passed to the Clinical Office Administrative Co-ordinator for actions (e.g. add to waiting list).
• Exercise independent judgement and initiative when problems arise, taking the necessary action to resolve issues or refer to the appropriate person.
• Competent use of Millennium EPR (Cerner), after training in accordance with required departmental standards of work.
• Liaise with all staff concerned with patient services (e.g., medical, nursing, medical records, X-ray and management).
• Deal with enquiries by letter/fax/email/telephone from patients, GPs, other hospitals and Consultants.
• Manage own workload, prioritising as necessary; work as part of a team and assist with training of new and temporary staff.
• Co-operate in introducing new technology and methods of working; continuously update knowledge of new trends and maintain competence.
• Demonstrate an understanding and reassuring manner when dealing with patients and their relatives; undertake all mandatory training as required by the Trust.
• To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.

Person Specification

• English and Maths GCSE Grade C
• Confident in use of computer packages such as Microsoft Office and the ability to learn new systems
• Willing and able to take personal responsibility
• Flexible in attitudes and behaviours to support team working and delivery of objectives
• Able to provide a customer focussed service
• Previous administration experience
• NHS experience

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.

Employer name

Ashford & St. Peter\'s Hospitals NHS Foundation Trust

Salary: £26,240 to £27,928 per annum pro rata including HCAS