Clinical Support Team Administrator

NHS; Manchester; On-site; GBP 24,000 - 29,000; Part time

Job summary

A leading healthcare provider is seeking a motivated Clerical Administrator to join the Referrals and Bookings Team in Manchester. This role involves welcoming patients, updating details on the patient administration system, and booking appointments. The ideal candidate will hold an NVQ level 3 qualification and possess strong administrative and communication skills. This is a part-time, permanent position with a salary of £24,465 per annum.

Qualifications

• Experience of administrative or clerical work, including a customer-facing dimension.
• Knowledge of booking patient appointments and data recording systems.
• Ability to work as part of a team; flexible working hours.

Responsibilities

• Exchange information with patients and staff on admissions and discharges.
• Communicate complex appointment schedules to patients.
• Resolve issues such as appointment cancellations or missing notes.

Skills

Excellent communication and interpersonal skills

Attention to detail

IT literate

Ability to work under pressure

Problem-solving skills

Education

NVQ level 3 or equivalent qualification

Job description

Job Summary

An exciting opportunity has arisen for a motivated individual to join the Referrals and Bookings Team as a Clerical Administrator to work with the new referrals team and outpatients team in department 22. As a clerical administrator you are responsible for welcoming patients to the department, updating patient details on the system, registering new patients and adding their referrals and relevant documentation onto the Trust patient administration system (CareFlow) and booking follow‑up appointments. The team supports outpatient activity through the provision of a high quality, patient/customer focused service. The Outpatients reception operates Monday to Friday 8am‑6:00pm, and the successful candidate will be required to work on rota to ensure the reception desk is manned between these hours. This is a busy and varied role, and the post holder must possess excellent administration and communication skills. The successful candidate will be enthusiastic, willing to learn, eager to be an effective part of a friendly team, and able to use their initiative.

Main duties of the job

• Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format.
• Communicate complex information about appointment schedules to patients.
• Communicate with patients who may be anxious, angry or upset.
• Exchange relevant information with GPs and other health professionals.
• Deal compassionately with distressing situations.
• Liaise with other members of staff regarding case notes and patient visits.
• Work as part of a team.
• Maintain patient confidentiality at all times.
• Resolve issues arising in own role, such as cancellation of patient appointments and missing patient notes.
• Use own initiative to liaise with clinical staff and other colleagues where necessary regarding patient queries.
• Use patient information systems to assist patients and staff with solving issues.
• Apply knowledge to correctly code treatment appointments and first definitive treatment.
• Assess patients' demographic details and alert management if they do not reach eligibility criteria for treatment in the NHS.
• Plan for patient admissions, appointments and discharge.
• Make alterations to clinic structure to accommodate the arrival of unexpected patients.
• Order stationery and other supplies.

About Us

The Christie is one of Europe's leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15 % of patients are referred to us from other parts of the country. We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world‑first breakthroughs for over 100 years. We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.

Details

• Date posted: 04 December 2025
• Pay scheme: Agenda for change
• Band: Band 2
• Salary: £24,465 a year (Per annum, Pro rata)
• Contract: Permanent
• Working pattern: Part‑time
• Reference number: 413-101340-CNS-DA
• Job location(s): Referrals and Booking - E00833, Manchester, M20 4BX

Job Responsibilities

• Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format.
• Communicate complex information about appointment schedules to patients.
• Communicate with patients who may be anxious, angry or upset.
• Exchange relevant information with GPs and other health professionals.
• Deal compassionately with distressing situations.
• Liaise with other members of staff regarding case notes and patient visits.
• Ensure that all new referrals are registered within 24 hours of receipt, and scanned onto the Patient Administration System (CareFlow) and CWP.
• Liaise with referring Trusts regarding any outstanding patient reports as per Minimum Data Set (MDS) requirements.
• Maintain patient confidentiality at all times.
• Resolve issues such as cancellation of patient appointments and missing patient notes.
• Use own initiative to liaise with clinical staff and other colleagues regarding patient queries.
• Use patient information systems to assist patients and staff.
• Apply knowledge to correctly code treatment appointments and first definitive treatments.
• Assess patients' demographic details and alert management if they do not reach eligibility criteria for treatment in the NHS.
• Plan for patient admissions, appointments and discharge.
• Make alterations to clinic structure to accommodate unexpected patients.
• Undertake general administrative duties (e.g. collating and disseminating correspondence, filing paperwork) to support team operation.
• Ensure that annual leave does not overlap with colleagues, and provide cover during other staff absences.
• Update information, admit, discharge and transfer patients on the patient information system.
• Work in the patient information system, requiring standard keyboard skills.
• Use office equipment including PCs, phones.
• Provide comprehensive advice to patients/relatives regarding appointments.
• Signpost patients to other areas of hospital.
• Follow all relevant policy and legislation.
• Work collaboratively with colleagues to ensure policies are adhered to.
• Provide induction support to new post holders and demonstrate workplace routines to less experienced staff.
• Undertake surveys/audits as necessary to own work.
• Follow all relevant protocols, SOPs and standard practice.
• Support Manager is available as point of reference for queries and will meet regularly with staff.
• Plan and organise own time and workload activity with prioritisation and liaising with team members.
• Use own initiative to solve problems and answer staff and patient enquiries.
• Partake in rotational requirements to support the needs of the service, putting patient services before personal preferences.
• Provide cover during periods of annual leave and sickness for other administrative staff.
• Undertake any other duties as and when required.

Person Specification

Essential

• Qualifications: NVQ level 3, equivalent qualification or experience.
• Experience: Experience of administrative or clerical work, including a customer‑facing dimension.
• Skills: Excellent communication and interpersonal skills; good telephone manner; attention to detail; IT literate.
• Knowledge: Knowledge of booking patient appointments and data recording systems.
• Values: Achievement and recognition; learning and development; healthy workplace; communication and engagement; proud of The Christie.
• Other: Problem‑solving skills; ability to work unsupervised; ability to work under pressure; tactful and diplomatic; ability to work as part of a team; flexible working hours.

Desirable

• Diploma or equivalent experience.
• ECDL or equivalent.
• Experience of working within the National Health Service.
• Familiarity with Microsoft Office applications.
• Knowledge of medical terminology.
• Able to deal compassionately with distressing situations.

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 details

Employer name: The Christie NHS FT

Address: Referrals and Booking - E00833, Manchester, M20 4BX