Clinical Office Administrator, Trauma and Orthopaedics

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

Benefits offered by this job

NHS benefits and discounts

Job summary

Ashford and St. Peter's Hospitals NHS Foundation Trust is recruiting a permanent Band 3 Clinical Office Administrator to join the Outpatient Team within iMSK Orthopaedics. The role is part-time (30 hours per week) and requires strong patient-facing administrative skills and teamwork.

You will handle bookings, patient communications, and maintain data accuracy across Cerner, Luna, CRIS and Dictate systems. Training will be provided for the systems, with a focus on delivering timely, quality

Qualifications

• Willingness to deliver high-quality customer service.
• Excellent communication skills and ability to work in a team.
• Ability to problem-solve and work independently within a busy outpatient setting.

Responsibilities

• Liaise with patients to book, cancel and reschedule appointments, considering 18-week targets.
• Provide admin cover from Monday to Friday within the specialty.
• Handle general office duties: post, filing, photocopying, scanning and phones.
• Advise patients on outpatient waiting times and referrals.
• Follow up on referrals with GPs as needed.
• Prepare patient records and input data into the Patient Administration System.

Skills

Customer service

Communication skills

Team player

Problem solving

Independent worker

Tools

Cerner

Luna

CRIS

Dictate

Job description

Employer Ashford and St. Peter's Hospitals NHS Foundation Trust Employer type NHS Site St Peter's Hospital Town Chertsey Salary £27,106 - £28,850 pa, inc. HCAS, pro rata Salary period Yearly Closing 24/09/2026 23:59

Clinical Office Administrator, Trauma and Orthopaedics

NHS AfC: Band 3

Job overview

We are excited to be in a position to offer a permanent Band 3 post for a part-time Clinical Office Administrator to join our Outpatient Team within the iMSK; in Orthopaedics. The post will be 30 hours a week.

The successful applicant will have the ability to work as part of the team in order to deliver high quality customer service, display excellent communication skills, and an understanding of delivering healthcare services. You will need to demonstrate commitment to care quality and performance delivery. You must be 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, Luna, CRIS and Dictate I.T. Previous experience of these systems is desirable, but not essential, as training will be provided.

Main duties of the job

• Liaise with patients to book, cancel and reschedule appointments taking into consideration of 18-week targets. Will need to demonstrate excellent customer service skills, using an understanding and reassuring manner when dealing with patients and their relatives.
• As part of a team, provide admin cover from Monday to Friday each week within the specialty.
• General office duties including post, filing, photocopying, scanning & answering the phones.
• Advising patients on outpatient waiting times.
• To be responsible for chasing GPs on patients missing referrals.
• To open post and e-mails and record all referrals onto the Patient Administration System, ensuring data accuracy with patient details, GP details and referral dates and highlighting any referrals which require urgent attention and investigating any discrepancies.
• To aid in the preparation of patient records for all teams’ specialities and adding to Evolve.
• To despatch necessary paperwork informing patients that their referral has been received.
• To access Cerner and identify new appointments for patients and book suitable appointments within the government target wait times and to the consultant’s clinical request then despatch the necessary paperwork associated with that appointment.

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.

Detailed job description and main responsibilities

You will be the point of contact for booking ERS referrals, taking a large volume of telephone calls, some of which can be very demanding. Able to stay calm under extreme pressure. Work in a large team with many personalities. We also like candidates to be able to work using their own initiative as the Department is extremely busy. You must be a Team Player with the ability to juggle many requests at any one time.

Person specification

• Always puts patients first Customer service focus Willing and able to take personal responsibility Demonstrates passion for excellence Seeks out and takes opportunities for improving the service offered Takes pride in their work and their team Flexible in their attitudes and behaviours to support team working and delivery of objectives Respects, values and cares for others Supports learning and development of self and others Supports and promotes equality and diversity
• You have knowledge & awareness of diversity and human rights as appropriate to your role You are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role, Patient facing roles- be able to understand an individual’s communication, physical & emotional needs; recognise their needs and preferences Able to provide a customer focussed service Proven organisational skills Fast, accurate copy typing Able to compose letters on own initiative or with minimal instruction Able to prioritise work and work to deadlines Able to use initiative and judgement in dealing properly with day to day issues and queries. Confident in use of computer package such as Excel Ability to learn new computer systems Good written and verbal communication skills Able to deal sensitively and tactfully with all contacts and maintain confidentiality.
• NHS experience NHS systems and procedures Knowledge and experience Cerner
• Booking appointments on PAS or Patient Centre system Experience of working in a front line position with the general public

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.