Employer: Chelsea and Westminster Hospital NHS Foundation Trust
Position: Assistant Administrator
Grade NHS AFC: Band 2
Salary pay: £28,166 per annum incl. HCAS (pro rata)
Expected hours: 18.75 hours per week
Job Type: Part-time
Work location: London, England
Closing date:26/03/2025
FULL JOB DESCRIPTION
We are looking for a friendly, self-motivated, and confident person who has experience of providing a high-level standard of customer care. The post holder will provide a comprehensive patient-focused reception service working in our Outpatient department.
If you enjoy working in a very busy and demanding environment this could be your opportunity to make a real difference in the service that we provide to our local community, always keeping the patient at the center of everything that we do.
The successful candidate must have previous reception experience and have excellent communication and customer service skills.
Working Hours are between 9 am-12:30 pm Monday – Friday
Main duties of the job
The post holder will contribute to the delivery of high quality, safe and compassionate healthcare to patients by supporting and welcoming patients into services in a way that meets their individual needs. The Assistant Patient Administrator will also provide administrative support to a team liaising between patients, doctors, practitioners and other healthcare professionals. The staff member will work consistently to provide high quality customer service and will be professional at all times. The post holder will be required to work in one of the following areas, providing cross cover where
necessary:
- Outpatient Clinic Offices
- Wards
- Central Outpatients Booking Team
- ReceptionÂ
Some roles may require weekend shifts at multiple sites. Responsibilities
- Provide a customer focused reception service for all patients and visitors attending the area dealing with all patients or visitors in an efficient, polite and courteous manner dealing with all patients’ queries where possible and directing them accordingly
- Ensure the reception areas are always manned
- Interact with patients and relatives in a sensitive and empathetic manner
- Process all follow up appointments as patients leave the department in line guidelines, escalating any capacity concerns.
- Record appointments agreed in community settings on the system within 24 working hours
- Assist patients to locate their relatives who are current inpatients
- Assist patients to use the electronic check in service updating demographics where necessary
Clinical Office:
- Match correspondence typed by the managed transcription service is matched with correct patient and clinician; make any amendments, dispatched and file in medical record.
- Make appointments, ensuring patients are sent letters of confirmation when appointments are not made face to face
- Process all referrals into the department using local booking guidelines, following up with referrers where there is missing information as required
- Print all self-referral forms after checking all appropriate information is on the request liaising with the patient if needed.
- Provide any advice to patients upon booking-in, in preparation for their appointment
- Use the case note record tracking (CRT) system to electronically register / move / transfer / locate medical case notes
- Report to manager and clinicians on quality issues from transcription service, standards of dictation etc.
- File all relevant documentation, correspondence and reports in the patient records
- Return medical records to records library using CRT
- Cover reception when required
- Assisting patients to use the electronic check in service where appropriate and updating demographics where necessary.
- Book patients into clinics on the day where appropriate
- Process all follow up appointments as patients leave the department in line with 18week and local booking procedures
- Check all demographic details either at check in or as patient is booking their follow up and update PAS accordingly
- Manage and action clinics in a timely manner using Trust’s PAS including DNAs and discharges.
- Provide patients with any required documentation, information leaflets, directions etc
Working for our organisation
Chelsea and Westminster Hospital NHS Foundation Trust is one of England’s top-performing and safest trusts. We operate two main acute hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—along with award-winning clinics across North West London.
Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services, including maternity, A&E, and children’s services, plus specialist HIV and sexual health clinics. The Care Quality Commission rates us ‘Good’ in safety, effectiveness, care, and responsiveness, and ‘Outstanding’ in leadership and resource use.
We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and Westminster and an £80m Ambulatory Diagnostic Centre at West Middlesex.
We are committed to equal opportunities and believe that diversity drives innovation and excellence. As part of our dedication to equity, we actively welcome applications from individuals from the global majority, veterans and underrepresented communities. We value the unique perspectives and experiences that diverse teams bring and are committed to creating an environment where all voices are heard, respected, and empowered to succeed.
If you haven’t heard from us within three weeks of the closing date, your application was likely unsuccessful.
Employment is subject to a six-month probationary period.Â
Education & Qualification
- Educated to GCSE level or equivalent
- English & Mathematics GCSE or equivalent
Experience
- Previous clerical experience including computer use
- Experience of working within a customer-driven service
- Experience in front of house (Reception)
- Personal Skills
- Be able to prioritize your workload
- Be friendly and smile at all times when greeting visitors/patients
- Be a good team player
Skills and knowledge
- PC skills
- Ability to work under supervision as part of a team
- Good organisational skills in order to plan and prioritise workload Willing to learn new systems
- Ability to communicate clearly and politely with a wide range of people including the general public and work colleagues at all levels.
- Knowledge of filing systems
- Able to file accurately and pay attention to detail.
Important
The closing date given is a guide only. There may be some occasions when we have to close a vacancy once sufficient applications have been received. You are therefore advised to submit your application as early as possible to avoid disappointment.
Please check your emails regularly as this is how we will communicate with you throughout the recruitment process.
If you have not heard from us within 3 weeks after the closing date, we regret that this usually means your application was not successful.
In submitting an application, you authorize the Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process, should you be appointed to the post.
During the recruitment process, your identity documentation (ie passport, driving license, visa, etc) will be scanned using a device that recognizes UV, infrared, and machine-readable zone security features of the documents provided.
Employment at the Trust is offered subject to successful completion of a six-month probationary period.
Application Process
If you’re interested in this role, check out more information on the Official website and apply now!