Clinical Office Administrator, Ophthalmology

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 benefits and discounts

Job summary

Ashford and St. Peter's Hospitals NHS Foundation Trust is looking for a Clinical Office Administrator in Ophthalmology to join the main clinical office.

The role is 37.5 hours full-time, demanding strong organisational and communication skills to support clinicians, patients and carers. The successful candidate will coordinate workload with consultants, handle administrative tasks, and maintain confidentiality while contributing to a high-quality patient service.

Qualifications

• GCSE Math and English are required.
• Experience in a busy office environment is essential.
• NHS experience is preferred or advantageous.

Responsibilities

• Provide clerical support to the Divisional Clinical Office.
• Support the Clinical Office Administrative Co-ordinator.
• Ensure clinic outcomes are passed to the appropriate team for action.

Skills

Organisational skills

Communication

Teamwork

Education

GCSE Math and English

Tools

Microsoft Office

Job description

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, Ophthalmology

Band 3

Job overview

An exciting opportunity has arisen to further improve the Ophthalmology Department at Ashford Hospital.

This 37.5 hour full-time role of Clinical Office Administrator is required to provide administrative support within the main clinical office. Candidates are required to have 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.

Main duties of the job

The post holder will provide a comprehensive support administrative service to the Consultants, their medical team and their administrative colleagues. They will be expected to organise their workload with the Consultants and their teams and coordinate their activities with other Clinical Office Administrative Coordinators 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 exercise initiative commensurate with the role and vital that confidentiality be maintained 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 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 provide clerical support to the Divisional Clinical Office.
• Support the Clinical Office Administrative Co-ordinator.
• Ensure any clinic outcomes are passed to the Clinical Office Administrative Co-ordinator for actions (e.g. add to waiting list).
• To use new working systems within the Clinical Office to promote an efficient service, e. IT fast save systems and discharge summary systems.
• General office duties including filing and photocopying and ordering of stationery supplies, within agreed limits.
• 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.
• Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person.
• Implement any relevant Trust and Directorate polices on behalf of the Consultant team.
• Competent use of Patient Administration System after training in accordance with required departmental standards of work.
• Ad hoc retrieval of medical records/X-rays/investigation results relating to patient/Consultant enquiries.
• Action results of clinical investigations within procedural guidelines.
• Managing own workload, prioritising as necessary.
• Support the day-to-day organisation and management. responsibilities of the Consultant, diary, arrange meetings, appointments etc.
• 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.

Person specification

Qualifications

• GCSE Math and English

Knowledge

• Good range of administrative experience/ administrative procedures.

Experience

• Experience working in a busy office and dealing with conflicting demands
• Microsoft office
• NHS experience

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.