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Clinical Office Administrator, Oral Maxillofacial Surgery Orthodontics
Ashford & St. Peter's Hospitals NHS Foundation Trust View all jobs
Posted 1 day(s) ago
Reference: 2449081
Job summary
An exciting opportunity has arisen for someone to join the Oral and Maxillofacial Clinical Office Team at Ashford Hospital.
A full time 37.5 hour role of the Clinical Office Administrator is required to provide clerical support within the main clinical and surgery booking offices. This role requires flexibility and a high level of organisational skills. We are looking for someone who is good at communicating with a wide range of health care professionals as well as patients and their relatives.
The successful candidate will be responsible for many roles including organising timetables, dealing with clinic capacity and the outpatient and inpatient waiting lists for both new and follow up patients.
Computer skills are essential, and training will be given on hospital administration systems.
In return we offer opportunities for training and development, access to the NHS Pensions Scheme, work perks, NHS discounts; opportunities for flexible working and on-site childcare provision (nursery).
For any informal enquiries through email only, please contact Zoe Tribe at [email protected].
Main duties of the job
The Clinical Office Administrator 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 co-ordinate their activities with other Clinical Office Administrative Co-ordinators 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. Cross cover to the Orthodontic Department will be provided during periods of annual leave or as required.
About us
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.
For more information about careers at ASPH please visit:www.asph-careers.org
Details
Date posted
26 October 2026
Pay scheme
Agenda for change
Band
Band 3
Salary
£27,106 to £28,850 a year pa, inc. HCAS, pro rata
Contract
Permanent
Working pattern
Full-time
Reference number
323-AC2714-SK
Job locations
Ashford Hospital
London Road
Ashford
TW15 3AA
United Kingdom
Job description
Job responsibilities
To liaise directly with patients to book, cancel, and rebook any outpatient appointments or procedure dates.
To liaise with the Appointments Centre regarding first outpatient clinic appointment bookings.
To ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment. To be responsible for sending out relevant appointment letters and cancelling or rebooking patients appointments. Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Millenium EPR. Checking and correcting uncashed clinic outcomes on Millennium EPR. Using FDP daily, to 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 manner. To be responsible for, and actively manage specialty waiting lists, out-patient procedure bookings on behalf of the specialty Clinical Team to ensure that the patient reaches the point of treatment within relevant timescales.
To validate and actively manage specialty waiting lists forsome in-patient procedure bookings on behalf of the specialty Clinical Team to ensure that the patient reaches the point of treatment within relevant timescales. 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 patients pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trusts escalation policy. Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
Providing administrative cross cover to the Orthodontic Department during periods of annual leave or as required. Undertake all mandatory training as required by the Trust. Any other duties relevant to the above tasks.
Job description
Job responsibilities
To liaise directly with patients to book, cancel, and rebook any outpatient appointments or procedure dates.
To liaise with the Appointments Centre regarding first outpatient clinic appointment bookings.
To ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment. To be responsible for sending out relevant appointment letters and cancelling or rebooking patients appointments. Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Millenium EPR. Checking and correcting uncashed clinic outcomes on Millennium EPR. Using FDP daily, to 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 manner. To be responsible for, and actively manage specialty waiting lists, out-patient procedure bookings on behalf of the specialty Clinical Team to ensure that the patient reaches the point of treatment within relevant timescales.
To validate and actively manage specialty waiting lists forsome in-patient procedure bookings on behalf of the specialty Clinical Team to ensure that the patient reaches the point of treatment within relevant timescales. 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 patients pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trusts escalation policy. Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
Providing administrative cross cover to the Orthodontic Department during periods of annual leave or as required. Undertake all mandatory training as required by the Trust. Any other duties relevant to the above tasks.
Person Specification
Patient facing & adminstration experience
Essential
- Previous administration experience
- Working in a busy office and dealing with conflicting demands
- Willing and able to take personal responsibility
- Customer service focus
- GCSE English and Maths Grade C or above
Desirable
- NHS Experience
- NHS systems and procedures
Maintain confidentiality
Essential
- Good written and verbal communication skills.
- Able to deal sensitively and tactfully with all contacts and maintain confidentiality
- Able to prioritise work
- You are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role
Person Specification
Patient facing & adminstration experience
Essential
- Previous administration experience
- Working in a busy office and dealing with conflicting demands
- Willing and able to take personal responsibility
- Customer service focus
- GCSE English and Maths Grade C or above
Desirable
- NHS Experience
- NHS systems and procedures
Maintain confidentiality
Essential
- Good written and verbal communication skills.
- Able to deal sensitively and tactfully with all contacts and maintain confidentiality
- Able to prioritise work
- You are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role
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
Ashford & St. Peter's Hospitals NHS Foundation Trust
Address
Ashford Hospital
London Road
Ashford
TW15 3AA
United Kingdom
Employer's website
https://www.ashfordstpeters.nhs.uk/ (Opens in a new tab)
Employer details
Employer name
Ashford & St. Peter's Hospitals NHS Foundation Trust
Address
Ashford Hospital
London Road
Ashford
TW15 3AA
United Kingdom
Employer's website
https://www.ashfordstpeters.nhs.uk/ (Opens in a new tab)