(**) Administration Assistant - Cardiology

Transformation Unit; Chelmsford; Hybrid; GBP 23,000 - 28,000; Full time

Job summary

Mid and South Essex NHS Foundation Trust is seeking a proactive Band 3 administrator to join the Cardiac Physiology team in Chelmsford. You will coordinate outpatient bookings, manage patient pathways and ensure data quality while maintaining patient confidentiality and high service standards.

You will act as a primary contact for patients, GPs and clinical teams, supporting scheduling, reporting and waiting list management to improve access and outcomes across the service.

Qualifications

• GCSE level or equivalent standard of education.
• Basic IT literacy – Word, Excel and Outlook.
• ECDL certification.

Responsibilities

• Book and coordinate outpatient appointments and utilisation.
• Validate waiting lists and patient pathways for timely progression.
• Be a key contact for patients, GPs and healthcare professionals.
• Monitor data quality and maintain patient confidentiality.
• Support compliance with 18-week RTT and related targets.
• Liaise with patients on attendance and appointment reminders.
• Maintain databases and prepare reports to support performance.

Skills

Organisational skills

Patient-focused

Communication skills

Reception experience

NHS Trust experience

Education

GCSE or equivalent

Basic IT literacy

ECDL

Tools

Lorenzo PAS

Tomcat

Outlook

Excel

Job description

Employer Mid and South Essex NHS Foundation Trust Employer type NHS Site Broomfield Town Chelmsford Salary £25,760 Per Annum (Pro Rata for Part Time) Salary period Yearly Closing 02/11/2026 23:59

Band 3

Mid and South Essex NHS Foundation Trust is the onlyacute hospital provider in the Mid and South Essex Integrated Care System (ICS), which is a system of health and care partners working together for our local population.

Within Mid and South Essex there are 149 GP practices, operating from over 200 sites, forming 27 Primary Care Networks and one Ambulance Trust. There are also three main community and mental health service providers who work together through a community collaborative.

We collaborate with other valuable partners, including three Healthwatch organisations, nine voluntary and community sector organisations and three top tier local authorities, with seven district, borough and city councils, as well as our local universities.

Job overview

Are you an organised, patient-focused administrator with excellent communication skills? We are seeking a proactive individual to join our Cardiac Physiology team, playing a vital role in ensuring patients receive a seamless, high-quality service throughout their care journey.

In this varied and rewarding role, you will coordinate clinic bookings, manage patient pathways, support delivery of specialist cardiac services while ensuring data quality, patient confidentiality and customer service standards are consistently maintained. You will act as key point of contact for patients, GPs and clinical teams, responding to enquiries, resolving concerns and helping patients access appointments in a timely and equitable manner.

Working closely with physiologists, nurses, medical staff and administrative colleagues, you will support the scheduling of clinics, investigations and procedures, monitor waiting lists, maintain departmental databases ,produce reports to support service performance and improvement initiatives. You will liaise with patients who have previously not attended appointments, helping to maximise clinic utilisation and improve patient outcomes.

This is an exciting opportunity to join a multidisciplinary team where your organisational skills, attention to detail and commitment to excellent patient care will make a difference. If you thrive in a fast-paced environment and enjoy supporting the delivery of outstanding healthcare services, we would love to hear from you.

Main duties of the job

Book and coordinate outpatient appointments, ensuring clinic capacity is fully utilised and patients are scheduled in line with clinical priorities and access targets.

Validate waiting lists and patient pathways, ensuring accurate tracking and timely progression of patients through the service.

Act as a key point of contact for patients, GPs and healthcare professionals, responding to enquiries in a courteous, professional and timely manner.

Monitor clinic administration standards, maintaining high levels of data quality, customer service and patient confidentiality in accordance with Trust policies.

Support compliance with national and local access standards, including 18-week RTT, 6-week diagnostic and cancer waiting time targets, escalating concerns where necessary.

Liaise with patients regarding appointments, including contacting patients with a history of non-attendance to support attendance and maximise clinic utilisation.

Maintain departmental databases and reporting systems, producing information and reports to support service performance, waiting list management and continuous improvement.

Work collaboratively within the multidisciplinary team, providing reception cover as required, coordinating clinical and administrative resources, and ensuring patients receive a seamless and efficient service.

Working for our organisation

Our ambition is to deliver excellent local and specialist services, to improve the health and well being of our patients, and provide a vibrant place for staff to develop, innovate and build careers.

We aim to make the most of our skills and experiences so we can become the best we can be. As one organisation we will recruit the finest and retain more specialist staff due to more employment opportunities across our Trust.

Detailed job description and main responsibilities

For more information on this varied and rewarding role, please see the attached Job Description.

Please be aware that we reserve the right to close the vacancy early should a high number of applications be received.

Unfortunately, there is no Visa Sponsorship available for this role. Whilst we are able to employ candidates on a graduate Visa, we are unable to offer sponsorship once the graduate visa expires.

Qualifications

• GCSE level or equivalent standard of education.
• Basic IT literacy – working with Word, Excel and Outlook
• ECDL

Knowledge and experience

• Working in a customer care environment.
• Dealing with difficult situations.
• Experience in a receptionist role or call centre agent, ideally in an NHS Trust.
• Working knowledge of the Patient Administration System Lorenzo and Tomcat

Communication Skills

• Effective oral and written communication and interpersonal skills
• Dealing with difficult situations.
• Experience in a receptionist role or call centre agent, ideally in an NHS Trust.
• Working knowledge of the Patient Administration System (PAS) and Tomcat
• Possess a working knowledge of the Patient Administration System and be able to guide others on its use for outpatient booking and management of clinic templates.

Please be aware as per the new Immigration guidelines we cannot sponsor candidates with a salary (full time or pro Rata) under the current minimum threshold.

Please note, the selection processes at Mid and South Essex NHS Foundation Trust are in place to ensure we recruit candidates with the right skills and values, please be advised that the use of AI in applications are monitored. We remain vigilant against candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills, and you will be required to declare on your application if AI has been used before submitting your application.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.