Are you passionate about delivering exceptional administrative support in a fast-paced healthcare environment? Ashford and St Peter’s Hospitals NHS Foundation Trust is seeking enthusiastic individuals to join our General and Specialist Medicine division as Clinical Office Administrators (Band 3) and Clinical Office Coordinators (Band 4).
As a Clinical Office Administrator, you’ll be the backbone of our clinical teams, ensuring smooth day-to-day operations. You’ll manage clinic correspondence, liaise with consultants, and maintain accurate patient records. Your attention to detail and ability to prioritise tasks will directly impact patient care and service efficiency.
Stepping into the Clinical Office Coordinator role means taking on a broader scope of responsibility. You’ll coordinate patient pathways, help to manage waiting lists, and ensure timely clinic bookings and follow-ups. Acting as a key liaison between departments, patients, and external partners, you’ll play a vital role in meeting NHS targets and enhancing patient experience.
We offer a supportive environment where your growth is encouraged through training, development opportunities, and values-driven leadership. Whether you’re starting your NHS journey or looking to advance your career, these roles offer a chance to make a meaningful impact.
When submitting your application please place in your supporting statement which role(s) you are interested in.
Band 3 Clinical Office Administrator
Diabetes – 18 hours/week
Dermatology – 37.5 hours/week
Dermatology – 26 hours/week
As a Clinical Office Administrator, you’ll provide vital administrative support to our clinical teams. Your responsibilities will include:
Managing clinic correspondence and transcription services
Handling patient records and clinic outcomes
Liaising with consultants and other departments
Performing general office duties such as filing, photocopying, and ordering supplies
Ensuring effective communication with patients, GPs, and internal teams
This role is ideal for someone with strong organisational skills, a proactive attitude, and a commitment to confidentiality and patient care.
Band 4 Clinical Office Coordinator
Neurology – 26 hours/week
Stroke – 37.5 hours/week
Cardiology – 18 hours/week
Dermatology - 37.5 hours/week
As a Clinical Office Coordinator, you’ll take on a more advanced administrative role, including:
Coordinating patient pathways and managing waiting lists
Booking and managing outpatient appointments in line with 18-week and cancer targets
Liaising with internal and external stakeholders to ensure timely diagnostics and follow-ups
Supporting consultants with diary management and clinic coordination
Training new staff and implementing service improvements
This role suits individuals with NHS experience, excellent communication skills, and the ability to manage complex administrative tasks with precision and empathy.
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Surrey and St Peter’s, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at ASPH. We are committed to providing continuous professional development and flexibility to shape our workforce around our patient care.
We are expanding our theatres at Ashford Hospital and moving towards this becoming our dedicated elective centre. We want to create a state-of-the-art centre for excellence for planned surgical procedures.
We can offer you the full range of NHS benefits/discounts and in addition:
Excellent pension scheme and annual leave entitlement
On-site Nurseries
On-site staff cafes
On-site parking
Support in career development
Salary Sacrifice schemes including wage stream, lease cars, Cycle to Work schemes and home electronics
Adverts may close early, so applicants are encouraged to submit an application as soon as possible.

FOR MORE INFORMATION ABOUT A CAREER AT ASPH PLEASE VISIT:

www.asph-careers.org
Ashford and St Peter’s Hospitals NHS Foundation Trust is seeking dedicated and detail-oriented individuals to join our Clinical Office team across several specialties.
Apply now to be part of a team that puts patients first, values excellence, and celebrates diversity. Help us shape the future of healthcare.
Both roles require excellent communication skills, a proactive mindset, and a commitment to confidentiality and teamwork. You’ll be based primarily at St Peter’s Hospital, with flexibility to work across Trust sites if required.

SKILLS & ATTRIBUTES:

Fast and accurate typing (copy and audio).
Strong organisational and prioritisation skills.
Ability to work independently and as part of a team.
Excellent communication and interpersonal skills.
Proficiency in Microsoft Office and willingness to learn new systems.
Commitment to Trust values and patient-first care.
Band 4 – Clinical Office Coordinator

SKILLS & ATTRIBUTES:

Strong understanding of NHS systems and patient pathway management.
Excellent written and verbal communication skills.
Ability to work under pressure and meet strict deadlines.
High level of initiative and problem-solving ability.
Experience in secretarial duties and front-line patient interaction.
Commitment to continuous learning and development

KEY RESPONSIBILITIES:

Manage clinic correspondence using transcription services, ensuring letters are proofread, approved, and dispatched.
Action clinic outcomes such as adding patients to waiting lists.
Perform general office duties including filing, photocopying, and ordering supplies.
Sort and prioritise incoming post, using judgement to direct appropriately.
Use patient administration systems (e.g., Patient Centre) to maintain accurate records.
Liaise with consultants, other administrators, and departments to ensure effective communication.
Retrieve medical records, X-rays, and investigation results as needed.
Handle enquiries from patients, GPs, and other healthcare professionals via phone, email, and letter.
Support new staff and clinicians with administrative processes and equipment.
Maintain confidentiality and demonstrate professionalism in all interactions.

KEY RESPONSIBILITIES:

Coordinate all elements of the patient pathway, including diagnostics, referrals, and follow-ups.
Liaise with the Appointments Centre, Cancer Services, and other Trusts to manage bookings and avoid breaches.
Monitor RTT (Referral to Treatment) targets and escalate delays as per Trust policy.
Manage specialty waiting lists and clinic templates, including overbooking and cancellations.
Ensure clinic letters are completed and outcomes recorded accurately in Surrey Safe Care (Cerner).
Provide frontline support, handling patient queries and ensuring excellent customer service.
Assist consultants with diary management and clinic coordination.
Train new staff and support implementation of new systems and processes.
Attend departmental meetings and contribute to service improvement initiatives.
Maintain confidentiality and uphold Trust values in all communications.