Patient Administrator

Chelsea and Westminster Hospital NHS Foundation Trust; City of Westminster; On-site; GBP 23,000 - 28,000; Full time

Job summary

A leading healthcare provider in the City of Westminster is seeking a Patient Administrator to support the A&E Department. The role involves liaising with patients and healthcare professionals, managing appointments, and providing high-quality customer service. Candidates should demonstrate excellent communication and organizational skills, be adaptable, and compassionate. Working hours include weekends and evenings. Join a top-performing NHS Trust dedicated to excellence and equality in healthcare.

Benefits

Flexible working arrangements

Support for disabled candidates

Qualifications

• Ability to work autonomously and in a team.
• Competence in a wide range of administrative duties.
• Show empathy and concern for others.

Responsibilities

• Liaise with consultants regarding patient appointments.
• Provide administrative support to the A&E Department.
• Type urgent letters and manage patient records.
• Book outpatient appointments.

Skills

Excellent listening skills

Communication skills

Organized

Adaptable

Empathy

Job description

The post holder will contribute to the delivery of high quality, safe and compassionate healthcare to patients by providing an administrative service focused on the patient and their individual needs. The Patient Administrator will provide effective and efficient administrative support to a team liaising with patients, doctors and other healthcare professionals. The staff member will work consistently to provide high quality customer service and will be professional at all times.

Majors

Front Reception, Roles and responsibilities

Clinical Office

• Liaise with consultants and other admin staff regarding patient appointments, referral letters, discharge summaries and health records.
• Contact other departments and teams as necessary relating to the patient care pathway and service delivery.
• Support the Team Leader and practitioners with the smooth running of clinics and procedure lists.
• Liaise with other hospitals and GPs regarding patient care pathways.
• Prepare for clinics ensuring all relevant documentation is available and notes are prepared.
• Use Trust's computer system to generate clinic lists and help locate missing notes.
• Use the case note record tracking (CRT) system to electronically register, move, transfer or locate medical case notes.
• Prepare all externally transcribed correspondence for signature and dispatch within the agreed Trust timeframe, escalating where necessary.
• Match all correspondence typed by the managed transcription service with the correct patient and clinician; make amendments, dispatch and file letters in the medical record.
• Correct any mismatches by reference to the medical record, original dictation, communication with the transcription service and, if required, clinical staff.
• Provide specific advice to patients upon booking‑in, in preparation for their appointment.
• Ensure all patients are added to the Trust's PAS system before their appointment.
• Type urgent letters and reports as required.
• Register new referrals and ensure all patient information is up to date and complete.
• Book outpatient appointments.

Please refer to the full job description for the complete list of roles and responsibilities.

We are searching for a high performing and enthusiastic individual to fill a Patient Administrator vacancy at the Chelsea and Westminster site working in our busy A&E Department. If you thrive on a challenge and enjoy working in a very busy and demanding environment, this could be the role for you.

The successful candidate must be able to work both autonomously and as a team member and be able to undertake a wide range of administrative duties. As a team player they will need to demonstrate excellent listening and communication skills, be organised, adaptable, flexible, and show empathy and concern for others.

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.

Employment is subject to a six‑month probationary period.

Working Hours

• Monday – Sunday, Weekends and Bank Holidays – Must be able to work all shifts.
• 07:30 – 17:30
• 08:00 – 18:00
• 12:00 – 22:00
• 10:00 – 08:00 (night shift)

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 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 (e.g., passport, driving licence, visa) will be scanned using a device that recognises UV, infrared and machine‑readable zone security features of the documents provided.