Clinic Coordinator

Haringey GP Federation; Cardiff; On-site; GBP 25,000 - 27,000; Part time

Job summary

A prominent health board in the UK is seeking a part-time Clinic Coordinator in Cardiff to manage new and follow-up appointments while ensuring efficient clerical operations for the Fetal Medicine Clinics. Candidates must have a good standard of education and experience in a patient-focused environment. This role requires excellent organizational skills and the ability to handle multiple responsibilities effectively. The salary ranges from £25,313 to £26,999 annually, based on experience.

Qualifications

• Experience working in a patient focussed environment.
• Experience working within a team.
• Experience of working within Health Records.

Responsibilities

• Manage all new and follow-up appointments for the Fetal Medicine department.
• Prepare outpatient clinics and folders.
• Administer non-clinic attendances and outpatient procedures as per local procedures manual.
• Deal with patient complaints and concerns with tact, diplomacy, and empathy.

Skills

Ability to work efficiently in a challenging environment

Knowledge of Data Protection act

Ability to prioritise workload

Good organisational skills

Education

Good standard of education

Job description

Cardiff and Vale University Health Board

Clinic Coordinator

The closing date is 04 January 2026

To provide a comprehensive, courteous and efficient reception service to patients and perform to a high standard the clerical duties associated with the co‑ordination of Fetal Medicine Clinics for members of the Clinical Team. To fulfil the Clinic Co‑ordinator role for clinics on a regular basis, and to oversee all aspects of the preparation and delivery of the clinic.

Main duties of the job

• Managing all new and follow‑up appointments for the Fetal Medicine department.
• Greeting patients on arrival.
• Answering telephone queries.

About us

Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 17,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving over 500,000 people living in Cardiff and the Vale, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone, delivering excellent care and support.

Our mission is "Living Well, Caring Well, Working Together", and our vision is that every person's chance of leading a healthy life should be equal. Our 10‑year transformation and improvement strategy, Shaping Our Future Wellbeing, is our chance to work collaboratively with the public and our workforce to make our health board more sustainable for the future.

Job responsibilities

1. Prepare outpatient clinics and folders, trace medical/dental records as necessary and ensure, through the critical examination of individual patient medical records, that all investigations and test results are sought and are present on patients record prior to the clinic.
2. Arrange follow up/recall appointments as necessary.
3. Attend clinical meetings with medical and nursing staff as directed.
4. Deal with telephone enquiries as appropriate.
5. Undertake general reception duties, receiving patients, checking personal and demographic details, amending Patient Management System where necessary and dealing with general enquiries.
6. Administer non‑clinic attendances and outpatient procedures as per local procedures manual.
7. Manage outpatient procedures as per local procedures manual.
8. Add patients to appropriate waiting lists, monitor these regularly and highlight to the patient access facilitator any discrepancies in achieving and maintaining the WAG performance targets.
9. Liaise with other departments/offices as necessary, e.g. Appointments Helpline, New Appointments Office, Emergency Unit.
10. Ensure that, through liaison with the Clinicians (Consultant or lead nurse), where clinics are blocked and/or cancelled that patients are re‑assigned to future clinics within the agreed booking rules and parameters.
11. Maintain confidentiality of information (including information regarding patients and staff) at all times.
12. Arrange transport of those follow up patients who require it, liaising with Ambulance Office where appropriate.
13. Cover other clinics within the department and prepare outreach clinics as appropriate.
14. Deal with patients complaints and concerns with tact, diplomacy and empathy in line with the Health Board and local procedures.
15. Take action on Did Not Attends (DNAs) as directed by the clinicians and Health Board policy.
16. Be responsible for overbooking clinics in line with local procedures.
17. Deal with outpatient telephone calls.
18. Enter on PMS non‑clinic attendances (e.g. colposcopy).
19. Complete statistical returns relating to patients and patient questionnaires as required.
20. Appoint new patients as necessary.

Person Specification

Qualifications

• Good standard of education

Experience

• Experience working in a patient focussed environment
• Experience working within a team
• Experience of working within Health Records

Personal Qualities

• Ability to remain calm under pressure
• Flexible approach to work
• Enthusiastic and reliable

Skills

• Ability to work efficiently in a challenging environment
• Knowledge of Data Protection act
• Ability to prioritise workload
• Good organisational skills

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.

Cardiff and Vale University Health Board

Address

Fetal Medicine Department, University Hospital of Wales

£25,313 to £26,999 a year per annum pro rata

Contract

Permanent

Working pattern

Part‑time

Reference number

001-AC256-1225

Job locations

Fetal Medicine Department, University Hospital of Wales