Assistant Patient Administrator - Main Reception Weekends

Chelwest; Greater London; On-site; GBP 27,000 - 33,000; Part time

Job summary

Chelsea and Westminster Hospital NHS Foundation Trust is seeking an Assistant Patient Administrator for the Main Reception in Outpatient services at West Middlesex Hospital. You will deliver a friendly, professional reception experience and coordinate with clinicians and staff to support patient flow.

The role requires prior reception experience, strong communication skills and a patient-centered approach. Working hours are 9am–5pm, Saturday and Sunday only.

Qualifications

• Experience in providing high level customer care.
• Previous reception experience is essential.
• Excellent communication and customer service skills.

Responsibilities

• Provide a customer focused reception service for patients and visitors.
• Ensure reception areas are manned and operate efficiently.
• Record appointments and assist patients to locate relatives and use check-in services.

Skills

Reception experience

Customer service

Communication skills

Team player

Education

GCSE level

English & Maths GCSE

Tools

Hospital patient administration system

Job description

We are an award winning organisation providing care at two main hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—and a number of community-based services across London, such as sexual health and HIV clinics.

With 6,700 members of staff, we are proud to care for a diverse population of one million people. We are committed to ensuring that our workforce is just as diverse with a strong mix of skills and abilities.

Our staff are at the very heart of our organisation and we recognise the valuable contribution that each and every person working at the Trust makes. One of our Trust priorities is to be an employer of choice—a place where people want to start their career and to grow with us through continued education, professional development and support .

NHS AfC: Band 2

Main area Outpatient Reception Grade NHS AfC: Band 2 Contract Permanent Hours Part time - 7.5 hours per week (Saturday and Sunday 9am-5pm) Job ref 289-CS-589

Site West Middlesex Hospital Town Isleworth Salary £30,142 per annum incl. HCAS (pro rata) Salary period Yearly Closing 16/11/2026 23:59

Job overview

Assistant Patient Administrator - Main Reception within the Outpatient reception

West Middlesex Hospital

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 Reception.

If you enjoy working in a very busy and demanding environment this could be your opportunity to make a real difference to the service that we provide to our local community, always keeping the patient at the centre of everything that we do.

The successful candidate must have previous reception experience and have excellent communication and customer service skills.

Working Hours are 9am-5pm, Saturday and Sunday only

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:

• Main Reception
• Outpatient Clinic Reception

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 welcome applications for flexible working arrangements, accommodating requests where possible to support our staff and patient needs.

The Trust is committed to equality and welcomes applications from all, regardless of background. Adjustments can be made for disabled candidates. Early application is advised as vacancies may close once sufficient applications are received. 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.

Some roles may require weekend shifts at multiple sites.

Detailed job description and main responsibilities

Reception:

• 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

This job description may be subject to change according to the varying needs of the service. Such changes will be made after discussion between the post holder and his/her manager. All duties must be carried out under supervision or within Trust policy and procedure. You must never undertake any duties that are outside your area of skill or knowledge level. If you are unsure you must seek clarification from a more senior member of staff.

Person specification

Education & Qualification

• Educated to GCSE level or equivalent
• English & Mathematics GCSE or equivalent
• Able to use hospital patient administration system

Experience

• Previous clerical experience including computer use
• Experience of working within a customer-driven service
• Experience of front of house (Reception)
• Working in NHS or other health environment

Personal Skills

• Be able to prioritise your workload
• Be friendly and smile at all times when greeting visitors/patients
• Be a good team player

Skills and knowledge

• 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

• There may be some occasions when we have to close a vacancy earlier than the advertised closing date, this will be due to a high volume of applications. You are therefore advised to submit your application as early as possible to avoid disappointment.
• Please check your emails regularly (and your junk folder) as this is how we will communicate with you throughout the recruitment process.
• In submitting an application, you authorise 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 licence, visa etc) will be scanned using a device which recognises 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.
• We operate a joint recruitment hub across the North West London Acute Provider Collaborative Group. As part of this, your application and personal data may be shared with partner trusts within the group for recruitment and workforce purposes, in line with General Data Protection Regulation (GDPR)

Right to work

If you need sponsorship to work in the UK, please visit the Home Office website for information on sponsorship and visa status before you fill in your application form. Due to recent changes in the UK immigration rules which affect Skilled Worker Visas, Global Business Mobility, Higher Skill Level and Increased Salary Thresholds, please ensure that you are able to meet the requirements to live and work in the UK before applying. Further information about eligibility is available on UK Visas and Immigration - GOV.UK

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.

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.

The recruitment team are available to provide support from 9am–5pm, Mon–Fri. To contact the team please call the Trust switchboard and ask for ‘Recruitment team, Human Resources Department’.