Assistant Patient Administrator - Main Receptionist

Transformationunitgm; Chelsea (MA); On-site; USD 29,000; Full time

Job summary

A leading healthcare provider is seeking an Assistant Patient Administrator to work at the Outpatient Reception. The role involves delivering a high-quality reception service, managing patient interactions, and supporting healthcare professionals in a busy environment. Candidates should possess previous reception experience, strong communication skills, and a commitment to patient-focused care.

Qualifications

• Previous reception experience required.
• Educated to GCSE level or equivalent.
• Ability to use hospital patient administration system.

Responsibilities

• Provide a customer-focused reception service for all patients and visitors.
• Check in and book patient appointments in a timely manner.
• Process follow-up appointments and answer patient queries.

Skills

Customer Care

Communication

Organizational Skills

Education

GCSE or equivalent

English & Mathematics GCSE or equivalent

Job description

Main area Outpatient Reception Grade NHS AfC: Band 2 Contract Permanent: working on a rota 8am-4pm, 9am-5pm, and 11am-7pm (some weekends and bank holiday cover) Hours Full time - 37.5 hours per week (working a mixture of 8-4pm; 9-5pm and 11-7pm (could include occasional weekends)) Job ref 289-CS-58

Employer Chelsea and Westminster Hospital NHS Foundation Trust Employer type NHS Site West Middlesex University Hospital Town Islewoth Salary £28,720 per annum incl. HCAS Salary period Yearly Closing 23/06/2025 23:59

Assistant Patient Administrator - Main Receptionist

NHS AfC: Band 2

Job overview

Assistant Patient Administrator - Main Reception areas and Outpatient reception

West Middlesex University Hospital, Isleworth

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 on rotation between 8am - 4pm; 9am - 5pm and 11am - 7pm Monday - Friday (include the occasional weekend and bank holiday)

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 and Patients are kept informed of any delays in being seen
• Check in and book patient appointments in a timely manner, ensuring that it's within date range of gestation
• 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.
• Make up community and hospital notes using Cerner
• Help with answering the ANC phones and dealing with patient queries

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

• The closing date given is a guide only. There may be some occasions when we have to close a vacancy once sufficient applications have been received. You are therefore advised to submit your application as early as possible to avoid disappointment.
• 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 (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.

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.