Senior patient Care Coordinator: Deputy Admin Lead

NHS; Greater London; On-site; GBP 33,000 - 37,000; Full time

Job summary

A leading healthcare provider in Greater London is seeking a Senior Patient Care Coordinator: Deputy Admin Lead to enhance operational oversight and improve service for HIV patients. The candidate will possess extensive NHS admin experience, excellent communication skills, and the ability to manage a dedicated team. Responsibilities include overseeing administrative support, maintaining patient feedback initiatives, and facilitating collaborative work between administrative and clinical staff. This is a full-time permanent position with a salary range of £33,094 to £36,195.

Qualifications

• Extensive experience of NHS admin experience required.
• Experience in HIV/GUM admin is desirable.

Responsibilities

• Lead patient-focused administrative service in Kobler HIV OPD.
• Support B5 with service improvement initiatives.
• Manage administrative functions of the HIV peer support team.

Skills

Excellent interpersonal and communication skills

Organisational skills

Team management

Education

Extensive NHS admin experience

Job description

Job Summary

We are looking for a highly organised and motivated individual to work in John Hunter Clinic for sexual health and Kobler HIV OPD as a Senior patient Care Coordinator: Deputy Admin Lead. You will be enthusiastic and possess excellent interpersonal and communication skills. You will deputise for the SSC Operational and Administrative Lead, in their absence including line management of the B3 and lead on maintaining a high quality, effective patient focused administrative service in both departments. You will also play a key role around HIV patient feedback surveys and initiatives including family and friends (FFT) and work with key staff in Kobler OPD to proactively promote HIV research. This role is key to enhanced operational oversight and service improvement initiatives in Kobler OPD. You will also ensure remote KLICK operational/admin support is maintained and enhanced across Kobler, Hertfordshire (Stevenage and Watford) and Harlow teams.

For an informal visit or for further information on the posts please contact James Hardie on [e-mail]

Main Duties of the Job

• Deputise for the SSC Operational and Administrative Lead, in their absence including line management of the B3.
• Lead on maintaining a high quality, effective patient focused administrative service in Kobler HIV OPD, John Hunter Clinic and GDU.
• Lead on HIV patient feedback surveys and initiatives including family and friends (FFT).
• Work with key staff in Kobler OPD to proactively promote HIV research.
• Have responsibility for the HIV peer support team's administrative function.
• Provide administrative support for the HIV patient forum.
• Monitor attendance data ensuring completion of unoutcomed reports/data for HIV OPD.
• Support the B5 with operational oversight and service improvement initiatives in Kobler OPD.
• Support remote KLICK operational/admin support across Kobler, Hertfordshire (Stevenage and Watford) and Harlow teams.
• Recruit, train and develop new administrative staff and coordinate day to day management of the team.
• Record and manage staff absence appropriately.
• Lead on Kobler's doctors rota amendments.
• Ensure continuity of cover across the HIV service from the whole administrative team including all specialist clinic admin related to HIV.
• Manage Cerner KLICK template changes and updates, including speciality clinics and CERNER mergers.
• Proactively transfer KLICK appointments from Health Machine to CERNER.
• Manage and complete unoutcomed reports/data for HIV OPD.
• Provide temporaries cover at reception as needed within budget.
• Ensure collaborative working and clear communication pathways between clinical and administration staff.
• Provide administrative support for the Kobler HIV patient forum (PPIG).
• Manage recruitment, selection and appointment process and induction for all administrative staff ensuring Trust policies are adhered to at all times.
• Oversee and monitor data entry for HIV ensuring all reconciliations are completed within the set timeframes.
• Oversee management of a shared SSC email inbox for external professional enquiries from other services within the Trust and externally.
• Create and update GUM/HIV clinic records accordingly regarding appointments and changes to demographic or contact information (Clinical systems include Cerner, GUM EPR and DrDoctor).
• Apply relevant standards for confidentiality and information governance.
• Manage the Kobler Clinic DNA recall system.
• Identify process improvements and ensure continuous improvement.
• Assist in dealing with patient complaints/compliments around the service.
• Oversee Family and Friends feedback for Kobler OPD including regular updates at the Heads of Department meeting.
• Contribute to Service development of the HIV service including audits of outpatient activity.
• Contribute to the ongoing development of Klick including booking appointments on Cerner where necessary and redirecting queries to appropriate clinicians.
• Support facilitation of departmental meetings including sending invites, facilitating video consultations and distributing meeting minutes.
• Support administrative work undertaken by the B4 team for a defined team of clinicians in Kobler HIV OPD and John Hunter Clinic (including sending letters and scanning patient information onto clinical systems).

About Us

Our 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 care. The CQC 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 an £80m Ambulatory Diagnostic Centre at West Mid.

We are delivering sustainable healthcare through our Green Plan. In line with Greener NHS ambitions, we aim for net zero carbon emissions by 2045. Achieving this requires collective effort. We encourage staff to reduce their impact on carbon, waste and pollution wherever possible. Every action counts to create a healthier, more sustainable future.

We are committed to equal opportunities and believe diversity drives innovation and excellence. We welcome applications from the global majority, veterans and underrepresented communities, valuing the perspectives they bring.

If you haven’t heard from us within 3 weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six‑month probation.

Some roles may require weekend shifts at multiple sites.

Details

Date posted: 30 December 2025

Pay scheme: Agenda for change

Band: Band 4

Salary: £33,094 to £36,195 a year per annum incl. HCAS

Contract: Permanent

Working pattern: Full‑time

Reference number: 289-SC-224-A

Job locations: Chelsea and Westminster Hospital, St Stephen's centre – 369 Fulham Road, London, SW10 9NH

Person Specification: Administrative Experience

Essential

• Must have extensive experience of NHS admin experience

Desirable

• Must have extensive experience of NHS admin experience in HIV/GUM

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer Details

Employer name: Chelsea and Westminster Hospital NHS Foundation Trust

Address: Chelsea and Westminster Hospital, St Stephen's centre – 369 Fulham Road, London, SW10 9NH

Employer's website: https://www.chelwest.nhs.uk/ (Opens in a new tab)