Patient Administrator A&E Department

Chelwest; Greater London; On-site; GBP 31,000 - 32,000; Full time

Job summary

Chelsea and Westminster Hospital NHS Foundation Trust is seeking a Patient Administrator for the West Middlesex site, working in a busy A&E department. You will provide a comprehensive administrative service to a multidisciplinary team, handling appointments, referrals, and patient records with accuracy and empathy.

The role requires strong communication, organisation, and the ability to work autonomously as part of a team in a demanding environment.

Qualifications

• GCSE English and Maths or equivalent.
• Experience of working in an administrative capacity.
• Proven experience of dealing with complex telephone calls.
• Demonstrable experience of maintaining a professional attitude in a pressured environment.
• Experience in working as part of a team.

Responsibilities

• 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.
• Register new referrals, and ensure all patient information is up to date and complete.

Skills

Excellent communication

Prioritisation

Initiative

Teamwork

Filing systems

Interpersonal skills

Calm under pressure

Positive customer service

Education

GCSE English & Maths

Tools

CRT 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 .

Main area Patient Access Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week (4 days on 4 days off - Shift patterns: 6.30-17.00, 10.30-21.00, 17.00-3.00am, 20.30-7.00am) Job ref 289-CS-517-B

Site West Middlesex Hospital Town Isleworth Salary £30,630 - £32,346 per annum incl. HCAS Salary period Yearly Closing 08/10/2026 23:59

Job overview

Monday- Sunday, weekends and bank holidays. Must be able to do all the shifts

06.30 - 17.00

10.30-21.00

17.00-03.00

20.30-07.00

We are searching for a high performing and enthusiastic individual to fill a Patient Administrator vacancy at the West Middlesex 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 post holder will provide a comprehensive patient focused administrative service, on a day-to-day basis to a multi-disciplinary team based in our A&E Department . The successful candidate must be able to work both autonomously and as a member of the team and be able to undertake a wide range of administrative duties.

As a team player they will need to be able to demonstrate excellent listening and communication skills, be organised, adaptable and flexible, show empathy and concern for others.

PREVIOUS APPLICANTS NEED NOT RE-APPLY

Main duties of the job

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. The post holder will be required to work in both of the following areas, providing cross cover where necessary:

Back Reception

Front 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

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 of the case note record tracking(CRT) system to electronically register/move/transfer/locate medical case notes
• Prepared all externally transcribed correspondence for signature and despatch within the agreed Trust timeframe, escalating where necessary.
• Match all correspondence typed by the managed transcription service with correct patient and clinician, any amendments are made, and letters dispatched and filed in medical record.
• Correct any mismatches by reference to medical record, original dictation, communication with the transcription service and if required clinical staff.
• Provide any specific advice to patients upon booking-in, in preparation for their appointment
• Ensure all patients are added to the Trusts 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

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

Education and Qualifications

• GCSE English and Maths or equivalent

Experience

• Experience of working in an administrative capacity
• Proven experience of dealing with complex telephone calls
• Demonstrable experience of maintaining a professional attitude in a pressured environment
• Experience in working as part of a team

Skills and knowledge

• Excellent communication skills both written and verbal
• Ability to prioritise and organise work load
• Ability to use own initiative
• To be able to work as part of a team
• Knowledge of filing systems
• Excellent interpersonal skills.
• A cheerful and helpful manner when dealing with patients and other staff
• Work well as part of a team
• Able to calm difficult situations.
• Smart and professional appearance

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.

Application numbers

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.