Clinical Office Coordinator, Urology (Fixed-Term)

Job summary Join Our Team as a Clinical Office Co-ordinator - Be Part of Something Meaningful! Are you ready to take on an exciting role with our dynamic Urology Team? We're looking for a motivated Clinical Office Co-ordinator to join us on a Fixed-Term basis. This role is central to our mission of delivering exceptional care, involving varied office tasks, coordinating appointments, and working closely with our Consultants and their teams to ensure a smooth administrative experience for our patients. Your excellent organizational skills will help keep clinics running efficiently, while your friendly telephone manner will provide a warm, professional connection with patients. If you're enthusiastic, detail-oriented, and a supportive team player, we'd love to hear from you. You'll work with cutting-edge systems like Surrey Safe Care (Cerner), Evolve, and Dictate I.T. While previous experience is a plus, full training will be provided to help you succeed. Main duties of the job A comprehensive administrative service to the clinical office and clinical staff. Organise their workload with the Consultants and Teams, coordinating with other Clinical Office Co-ordinators to ensure that an efficient service is provided. Book appointments for the service and cross cover when necessary. Act as an essential point of contact for patients and work closely with clinicians, specialist nurses, and other specialities. Work with all members of the Patient Pathway Team to ensure that pathways are actively managed and any clinic/theatre bookings are made in line with the Trust's Access Policy. Exercise initiative and carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work. It is expected that Clinical Office Co-ordinators are fully able to fulfil the role of the Clinical Office Administrator when required. Job responsibilities Using LUNA on a daily basis, liaise with the Patient Pathway Team and across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway. To liaise with the Appointments Centre regarding new outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known. Monitoring patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks. To highlight any potential breaches or delays in the patients pathway to the Team Leader, Patient Pathway Team or Service Manager. To liaise directly with patients to book, cancel, and rebook any outpatient appointments. To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients follow-up appointments. To be responsible for checking all clinic letters are completed accurately and outcomes actioned. Monitoring overbooking of clinics and arrange additional clinics to meet 18 week and cancer targets. Managing changes in clinic templates as directed by the Service Manager. Attending regular team meetings arranged by Team Leader. Dealing with patient queries effectively by telephone, letter, and email. Providing a fast and accurate clinical correspondence secretarial/admin. service. Using various systems such as Surrey Safe Care (Cerner), and Evolve to help manage the 18 week patient pathway. Provide first point of contact for written and telephone queries on behalf of consultants and teams. To be responsible for dealing with enquiries from patients, relatives, wards, GPs and various external agencies. Working as part of a team; assisting with the training of new and temporary staff. Exercising independent judgement and initiative when problems arise. Co-ordinating and supporting clinics as required. Participating in Trust training courses as appropriate. To be responsible for ensuring that all commitments are reduced/cancelled when necessary. To demonstrate an understanding and reassuring manner when dealing with patients and their relatives. Undertaking all mandatory training as required by the Trust. Any other duties appropriate to the role and grade. Person Specification Attitude, behaviours and values Always puts patients first Flexible in their attitudes and behaviours to support team working and delivery of objectives. Respects, values and cares for others. Takes personal responsibility and demonstrates a passion for excellence Experience Previous secretarial or administration experience Previous experience in an office environment Qualifications GCSE English and Maths grade C or equivalent Computer skills Skills Good written and verbal communication skills Able to deal sensitively and tactfully with all contacts and maintain confidentiality. Able to use initiative and judgement in dealing properly with day to day issues and queries. 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. Employer details Employer name Ashford & St. Peter's Hospitals NHS Foundation Trust Address Ashford & St Peters Hospital Guildford Road Chertsey KT16 0PZ Employer's website

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