Assistant Patient Administrator - Gynae and Paeds Reception x2

Chelsea and Westminster Hospital NHS Foundation Trust; Isleworth; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading NHS Trust in Isleworth is seeking an Assistant Patient Administrator to provide essential administrative support and ensure high-quality care for patients. The successful candidate will manage reception duties, assist with booking appointments, and support the clinical team efficiently. Strong communication and customer service skills are required for this role. Working hours are Monday to Friday, from 9:00 am to 5:00 pm, with opportunities for flexible working arrangements.

Qualifications

• Previous experience in a reception role highly desired.
• Excellent communication and customer service skills required.
• Friendly, self-motivated, and confident personality essential.

Responsibilities

• Provide reception and greeting services across various departments.
• Process all follow-up appointments within 24 working hours.
• Assist patients in locating relatives and using electronic check-in service.
• Print self-referral forms and provide patient advice.

Skills

Communication skills

Customer service skills

Ability to work in a busy environment

Job description

The Assistant Patient Administrator will support the delivery of high‑quality, safe, and compassionate healthcare by welcoming patients and providing administrative support to the clinical team.

Key responsibilities

• Provide reception and greeting services across Outpatient Clinic Offices, Wards, Central Outpatients Booking Team, and Reception.
• Ensure reception areas are manned and handle patient and visitor queries in a polite and courteous manner.
• Process all follow‑up appointments; record appointments agreed in community settings within 24 working hours.
• Assist patients to locate relatives, use electronic check‑in service, and update demographics.
• Match correspondence from transcription service to the correct patient and clinician records; file in medical record.
• Make appointments, send confirmation letters, and process referrals into the department according to local booking guidelines.
• Print self‑referral forms, liaise with patients if needed, and provide advice upon booking‑in.
• Use the CRT system to register, move, transfer, or locate medical case notes.
• Report on quality issues from transcription service, dictation standards, and relevant documentation to manager and clinicians.
• Return medical records to records library using CRT.
• Cover reception when required and book patients into clinics on the day.
• Manage and action clinics in a timely manner using Trust’s PAS, including DNAs and discharges.
• Provide patients with documentation, leaflets, directions, and other required information.

Candidate profile

• Previous experience in a reception role.
• Excellent communication and customer service skills.
• Friendly, self‑motivated and confident.
• Ability to work effectively in a busy and demanding environment.

Working hours

Monday – Friday, 9:00 am to 5:00 pm.

About the Trust

Chelsea and Westminster Hospital NHS Foundation Trust is one of England’s top‑performing and safest trusts, operating two acute hospital sites and West Middlesex University Hospital. The Trust serves a diverse population of 1.5 million people and is rated ‘Good’ in safety, effectiveness, care, and responsiveness, and ‘Outstanding’ in leadership and resource use.

We welcome applications for flexible working arrangements where possible.

Equality and diversity

The Trust is committed to equality and welcomes applications from all backgrounds. Adjustments can be made for disabled candidates.

How to apply

Early application is advised as vacancies may close once sufficient applications are received. If you have not heard from us within three weeks after the closing date, your application was likely unsuccessful. Employment is subject to a six‑month probationary period.

Contact us: Please check your emails regularly; any updates will be communicated through the recruitment process. Applications are reviewed in a logical order, and only shortlisted candidates will be contacted.