Assistant Patient Administrator

Job Summary To provide an effective and efficient reception, clerical and administrative service to patients, visitors and nursing staff in order to support the delivery of optimum patient care. To act as the initial point of contact for patients, visitors and callers to the ward ensuring their needs are met promptly and politely. To assist the unit staff in the smooth running of the ward by taking responsibility for the routine administrative aspects of the ward's organisation. To assemble all relevant patient documentation in preparation for expected patients and arrange discharge or transfer of documentation when necessary, liaising with appropriate staff. To maintain an accurate electronic account of current and expected patients. To support the Matron, Ward Sister and multi‑disciplinary team in the strategic and operational development of the service. Trust Vision & Values The post holder is expected to have a clear understanding of how this post contributes to the achievement of the Trust vision and uphold the Trust values. Key Responsibilities To promptly and politely receive all patients and visitors to the ward, ensuring that their needs are responded to in a helpful and appropriate manner. To answer all telephone enquiries to the ward, ensuring that callers' needs are clearly established, accurate messages are passed on promptly and that callers are transferred to other colleagues when appropriate. To assist the ward staff in ensuring all public areas of the ward are kept neat and tidy and that any hazards or faults are appropriately reported. To cover the essential duties of other Ward Receptionists during their absence whenever necessary. To facilitate family updates by coordinating with the relevant teams. This will not include providing any clinical information. To ensure that the appropriate medical records are available for all patients on the ward and that they are kept in a neat and tidy order with admission paperwork being correctly filed after the patients discharge where required. To ensure that correct patient details are accurately recorded and updated in the patient record, electronic systems and department books where required. To ensure that the Admissions Coordinators, Overseas Patients Manager and Private Patients Office are promptly provided with appropriate details of individual patient admissions in accordance with Trust policies relating to Eligibility for NHS Treatment and Private Patients. To admit patients onto the Cerner system, whether elective or non‑elective, under the correct encounter. To ensure that all inpatients are admitted under the correct consultant. To provide administrative support to daily board rounds, ensuring accurate information is entered onto the Trust electronic patient systems (e.g. Cerner, Care Coordination Solution) of patients anticipated discharge dates (ADD). To support the ward staff by sorting the post, liaising with other departments and co‑ordinating the correct completion and distribution of documentation relating to patient referrals, discharges and deaths. About Us 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 are committed to equal opportunities and believe that diversity drives innovation and excellence. As part of our dedication to equity, we actively welcome applications from individuals from the global majority, veterans and underrepresented communities. We value the unique perspectives and experiences that diverse teams bring and are committed to creating an environment where all voices are heard, respected, and empowered to succeed. Person Specification Qualifications (Essential) GCSE English and Maths or equivalent. Experience (Essential) Previous administrative experience. Experience of working within a customer‑driven service. Experience of Patient Administration System. Able to use a hospital Patient Administration System. Desirable Previous NHS admin experience. Skills & Knowledge (Essential) Ability to work with a diverse group of people. PC skills. 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. Knowledge of filing systems. Able to file accurately and pay attention to detail. 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 Chelsea and Westminster Hospital NHS Foundation Trust 369 Fulham Road, London, SW10 9NH Website: https://www.chelwest.nhs.uk/ Contract & Salary Band: 2 Salary: £30,074 a year including HCAS Contract: Permanent Working Pattern: Full‑time Date Posted: 05 December 2025 #J-18808-Ljbffr