Job summary
- Main area
- Oncology
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 384-LG-EMF20189-B3
- Employer
- Royal Surrey NHS Foundation Trust
- Employer type
- NHS
- Site
- Royal Surrey
- Town
- Guildford
- Salary
- £26,240 - £27,928 Per Annum Pro Rata including high cost area supplement
- Salary period
- Yearly
- Closing
- 02/04/2026 23:59
Employer heading
Patient Administration Clerk
Band 3
Job overview
The Oncology division at the Royal Surrey is looking for an enthusiastic applicant to join us as a
Patient Administration Clerk.
We are looking for someone who is engaged and experienced in patient administration to join our
busy and forward thinking Oncology division. The role will require working within our wider
administration team, supporting the division with providing a high quality outpatient &
administrative service.
We are looking for someone who has excellent communication and organisational skill, with a good
understanding of IT systems.
Here at the Cancer Centre, we aim to provide first class, high quality care for all of our patients in a
friendly and professional setting. Our services have received national recognition and praise and our
patients benefit from the latest and most innovative treatments available, delivered by a team of
committed and highly skilled staff. You will be joining our team of Oncologists, Specialist Registrars,
Specialty Doctors, SHOs, AHP’s and Specialist Nurses.
The Oncology division puts patients at the heart of everything we strive to deliver and achieve.
The division has recently completed its £6+ million expansion and refurbishment project of the
outpatient areas to improve and modernise the overall patient experience, increase the centre’s
footfall and provide spaces that better serve patient privacy and dignity.
Main duties of the job
The Patient Administration Clerk role is a key position within the Division’s Outpatient
administration structure, assisting with providing a high-quality Outpatient service.
Provide support across a range of administrative functions including appointments,
registrations, reception, day unit admissions and clinic preparation, dealing with enquiries from
outpatient staff, referring practitioners, patients and other health service organisations.
Working for our organisation
Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.
We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.
The Care Quality Commission (CQC) have given us an overall rating of Outstanding.
Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.
Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.
A video about the Royal Surrey - https://www.youtube.com/watch?v=R96pMboIYdo
Detailed job description and main responsibilities
Booking of new and follow up appointments using the Trust’s Millennium EPR system.
Generate appointment letters to patients and send appropriate leaflets or telephone patient if lead-time is insufficient Co-ordinate outpatient appointments with Consultants, Secretaries, Chemotherapy Nurses and Radiotherapy.
Register new patients using current procedures and update Millennium EPR, the Trust’s e-Prescribing system and Somerset Cancer Registry as required e.g. personal
details, clinic outcomes
Recording of retrospective Chilworth Day Unit day-case admissions within Millennium EPR for coding purposes.
Liaise with medical secretaries, keep appropriate records of appointments made
Coordinate hospital transport for patients as required as per Trust policy
Work in conjunction with the Chemotherapy co-ordinators registering & scheduling new patients as and when required
Deal with patient enquiries (by telephone and in person)
Provide reception cover within the division on a regular basis
Greet patients and visitors to the Cancer Centre and book patients in to relevant clinics, when required
Assist with the preparation of clinics and the uploading of documentation to the patient’s record as required
Contribute to the daily rota for filing results, notes and distributing post within the SBU
Any other duties appropriate to the grade and nature of the post
To record patients’ deaths into the Trusts administrative system and maintain records updated on ongoing basis
To support cover for annual leave and sickness
To attend training courses that are relevant to day to day work
To update clinic templates and block where necessary according to Consultant/registrars leave or Educational half days. To ensure rescheduling of patients and correspondence has been sent where necessary when templates have been amended
Actively log and track Cancer Waiting time referrals
Liaise with GP surgeries, as necessary
Person specification
Qualifications
Essential criteria
- Good standard of general education
- Grade C or above GC(S)E or equivalent English Language
Knowledge and Experience
Essential criteria
- Understanding of data Protection & confidentiality issues.
- Previous experience in an administrative role
- Previous experience of dealing with the general public
- Good communication skills with the ability to communicate with staff and the public
- Confident standard of computer literacy
- Experience of using databases
- A good understanding of NHS/other administrative systems
- Proficient with Microsoft Office Word and Excel software
- Friendly and professional telephone skills
- Able to work on own initiative
- Efficient, well organised
- Ability to manage and prioritise workload
- Understanding of data protection & confidentiality issues
Desirable criteria
- A good understanding of NHS administrative systems
- Confident standards of computer literacy (training will be provided)
- Experience of using databases
- Previous NHS experience
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Michelle Pullen
- Job title
- Oncology Bookings Team Leader
- Email address
- [email protected]
- Telephone number
- 01485 571122
- Additional information
Sam Heighes, Assistant Specialty Manager
[email protected]
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