Administrator - Ophthalmology | London North West University Healthcare NHS Trust

London North West Healthcare NHS Trust; City Of London; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare provider in London is seeking an administrative support staff member to assist clinical teams, enhance patient pathways, and maintain patient records. Successful candidates will have a professional telephone manner, strong communication skills, and proficiency in relevant software. Attention to detail and understanding of medical terminology are essential. This role requires flexibility and a commitment to excellent patient service. The advert closes on Thursday 9 Oct 2025.

Qualifications

• Understanding of routine work procedures.
• Ability to register and update patient details accurately.
• Knowledge of how to use a computerised scanner.

Responsibilities

• Provide administrative support to Clinical Teams.
• Monitor patient pathways according to RTT standards.
• Maintain patient confidentiality in line with Trust policies.
• Establish and maintain electronic patient records.

Skills

Professional telephone manner

Attention to detail

Effective communication

Experience in patient care

Knowledge of medical terminology

Tools

Windows

MS Word

Excel

Outlook

Job description

Overview

Your role will involve supporting the administrative services manager in the day to day running of the administrative service. A key part of this role will be to ensure an excellent level of customer service and attention to detail is delivered throughout the team. Provide an efficient and polite service to patients when booking outpatient procedures and work collaboratively with others to meet the needs of patients and their families. This role provides the administration/clerical function for the department as well as the Trust, including booking appointments, patient transport, interpreters, managing the phone line, meet and greet patients, and checking and updating demographics. The post holder will adhere to Trust policy regarding the sensitive information that patients provide and information held about them. The post holder may work at any of the Trust’s sites, with the main site at Willesden Centre for Health and Care, Willesden Eyecare Centre. The post holder is required to work flexibly within the post to achieve the role outcome.

Responsibilities

• Work as part of a team and provide administrative support to Clinical Teams
• Have a professional telephone manner toward patients/relatives and other staff members
• Ensure that the patient pathway is monitored in accordance with relevant RTT standards
• Maintain confidentiality of information about patients, staff and health service businesses in line with Trust policies and the Data Protection Act
• Communicate effectively with a range of people, in person, on the telephone and via email promptly and professionally
• Deal with complaints, problems or issues as they arise, highlighting and referring problems where necessary
• Establish and maintain electronic patient records
• Book patients’ appointments within agreed targets and ensure targets are not breached
• Cover other members of the Ophthalmology admin team when required
• Be responsible for and manage the generic email inbox
• Monitor and manage the clinic lists and the request queues

Knowledge, Training and Experience

• Understanding of a range of routine work procedures requiring job training and induction
• The computerised hospital Patient Administration System, including updating and registering patient details accurately
• Good understanding of the Trust Overseas policy when registering overseas patients
• Ability to use a computerised scanner to scan documentation
• Utilise digital online platforms to ensure all electronic or written patient documentation is processed accurately and timely
• Understanding of medical terminology to comply with coding of clinical notes
• Knowledge of other administration and clerical systems within the Trust
• Ensure compliance with mandatory training
• Knowledge of how to make appointments, discharge, DNA, reschedule, and check patients in/out of Cerner
• Knowledge of how referrals are made and entered into the mainframe of the system
• Proficiency with software applications including Windows, MS Word, Excel, Outlook and related packages

About the Trust

London North West University Healthcare NHS Trust (LNWH) cares for the people of Brent, Ealing, Harrow and beyond. Our team of more than 8,200 clinical and support staff serve a diverse population of almost one million people. We run major acute services at:

• Northwick Park Hospital: emergency department, hyper-acute stroke unit and hyper-acute rehabilitation unit
• St Mark’s Hospital: specialist centre for bowel disease
• Ealing Hospital: emergency department, urgent care centre, and Meadow House Hospice
• Central Middlesex Hospital: planned care site with surgical and outpatient services

We are a university teaching NHS trust, recognising our role in training clinicians of the future and bringing research benefits to the public.

Closing

Please see attached Job Description and Person Specification for full role duties and responsibilities. This advert closes on Thursday 9 Oct 2025.