Clinical Office Coordinator, Obs. & Gynae.

Ashford & St. Peter's Hospitals NHS Foundation Trust; Chertsey; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading NHS healthcare provider in Chertsey seeks a Clinical Office Coordinator for Obs. & Gynae. Responsibilities include managing patient pathways, scheduling appointments, and ensuring effective communication with patients and medical staff. Candidates must possess typing skills and previous NHS secretarial experience. This role demands strong organizational skills and attention to detail. Join a dynamic team in a vital healthcare setting.

Qualifications

• NHS experience is essential.
• Previous secretarial experience required.
• Familiarity with administrative procedures in a hospital setting needed.

Responsibilities

• Coordinate patient pathways and manage appointment scheduling.
• Handle patient queries via various communication channels.
• Ensure timely follow-ups on patient treatments.

Skills

Typing and computer skills

Excellent communication

Customer service

Organizational skills

Education

RSA, NVQ or equivalent

English GCSE Grade C or equivalent

Tools

Millennium EPR (Cerner)

LUNA

Evolve (Electronic Medical Records)

Job description

Overview

Ashford & St. Peter's Hospitals NHS Foundation Trust

Position

Clinical Office Coordinator, Obs. & Gynae.

The closing date is 30 September 2025

Main duties of the job

Using LUNA on a daily basis, liaise with the Patient Pathway Team across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely mann e.

Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team.

To highlight any potential breaches or delays in the patient\'s pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trust\'s escalation policy.

To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients follow-up appointments.

Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Surrey Safe Care (Cerner).

Monitor overbooking of clinics and arrange additional clinics to meet 18 week and cancer targets in conjunction with clinicians and Service Managers.

Manage changes in clinic templates as directed by the Service Manager.

General:

• Attend regular team meetings arranged by Team Leader.
• Deal with patient queries effectively by telephone, letter, and email.
• As part of a team with other Clinical Office Administrative Co-ordinators, provide (minimum) 8am–4pm secretarial/admin cover from Monday to Friday each week within each specialty.
• Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.
• Provide a fast and accurate clinical correspondence secretarial/admin. service with proficient use of appropriate software and systems to meet the required Trusts standard of work. As appropriate, prepare straightforward replies and requests for consultant teams.
• To use new working systems within the Clinical Office to promote an efficient service, i.e. the outsourced transcription service, e-correspondence to PCT GP practices, electronically developed storage and print, systems, discharge summary systems, and the storage of appropriate information electronically on shared drives
• General office duties including filing and photocopying.
• Using various systems such as the Millennium EPR (Cerner), LUNA and Evolve (Electronic Medical Records) to help manage the 18 week patient pathway. Ensure changes notified by patients are added accurately and immediately, in accordance with required Trust standards of work.
• Ad-hoc retrieval of medical records/investigation results relating to patient/GP/Consultant enquiries, liaising with all staff concerned with patient services as necessary i.e. medical nursing, medical records, pathology, histology and management
• Provides first point of contact for written and telephone queries on behalf of consultants and teams, using judgement to establish validity and priority of the contact.
• Responsible for dealing with enquiries from patients, (written and via telephone/email) relatives, wards, GPs and various external agencies, providing information and taking appropriate action as required whilst ensuring patient confidentiality at all times.
• Ensure that all results are checked by the Consultant and then filed in the appropriate medical records or forwarded to other parties as required.
• Attend relevant departmental and Multidisciplinary Team meetings to provide Secretarial services as required e.g. booking venues, typing accurate minutes and agendas and circulating documentation as required.
• Working as part of a team; assisting with the training of new and temporary staff providing support and advice as appropriate
• Exercise independent judgement and initiative when problems arise, taking the necessary actions to resolve the problems or referring to the appropriate person.
• For all tertiary referrals, responsible for the provision of the Inter Provider Transfer Minimum Data Set within 48 hours of referral.
• When required, chase up responses to complaints within optimum deadlines and forward to the correct party within the Trust.
• To take an active part in Progress & Development Reviews and to maintain and update Personal Development Folder in accordance with Agenda For Change.
• Co-ordination and support of clinics as required.
• Participate in Trust training courses as appropriate to ensure skills and knowledge are maintained
• Implement any relevant Trust and Directorate policies on behalf of the Consultant team.
• Responsible for ensuring that all commitments (including those held at other trusts/organisations) are reduced/cancelled when necessary adhering to relevant procedures, notifying managers and other Consultants within the department of any planned leave for the Consultants.
• Responsible for notifying the Patient Pathway Team, the Service Manager, and the Appointment Centre in a timely fashion (minimum of 6 weeks notice) of any annual, study or professional leave or on-call duties by the Consultants, or junior doctors, that will necessitate reduction
• Responsible for training clinical staff in the use of dictating machines, clinic outcome forms and any other protocols relevant to the department.
• Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team.
• Establish good levels of communication and liaison with other secretaries, medical staff and other departments and hospitals.
• 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 appropriate to the role and grade.
• 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

• RSA, NVQ or equivalent typing and computer skills
• English GCSE Grade C or equivalent
• NHS experience
• Secretarial Experience
• Medical secretary/Administrator experience in an acute hospital setting
• Excellent knowledge of a full range of secretarial/administrative procedures
• Experience of establishing efficient office systems and processes
• Experience of working in a front-line position with the general public
• Some experience of staff supervision

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

Address

Ashford and St Peters NHS Foundation trust