Patient Administrator

Patient Administrator (Outpatients Department) – Chelsea and Westminster Hospital NHS Foundation Trust

Job Overview

• Employer: Chelsea and Westminster Hospital NHS Foundation Trust
• Job Title: Patient Administrator – Outpatients Department
• Salary: £31,554–£33,270 per year, including HCAS (pro rata)
• Band: NHS Band 3
• Location: Chelsea and Westminster Hospital, 369 Fulham Road, London, SW10 9NH
• Contract Type: Permanent
• Working Pattern: Part-time
• Department: Patient Access – Outpatients Reception, covering Maternity and Gynaecology
• Closing Date: 10 November 2026
• Reference Number: 289-CS-490-C
• Date Posted: 28 October 2026
• Visa Sponsorship: Not stated in the job advert. Applicants requiring sponsorship should confirm eligibility with the Trust before applying.

About the Role

Chelsea and Westminster Hospital NHS Foundation Trust is recruiting a part-time Patient Administrator to join its Outpatients Department at Chelsea and Westminster Hospital in London.

This Band 3 opportunity is suitable for an organised, friendly and confident individual with previous reception and administrative experience, strong communication skills and a commitment to excellent patient care.

The successful candidate will provide a patient-focused reception service, welcome patients, support outpatient clinics and deliver administrative assistance to healthcare professionals. The role involves working in a busy environment where professionalism, empathy, flexibility and attention to detail are essential.

The post holder may work across outpatient clinic offices, wards and reception areas, providing cover where necessary.

Key Responsibilities

The Patient Administrator will be responsible for:

• Welcoming patients and visitors and providing a polite, efficient and professional reception service.
• Responding to patient and relative enquiries sensitively and confidentially, referring clinical questions to the appropriate healthcare professionals.
• Supporting patients and relatives who may be distressed, demonstrating empathy and understanding.
• Answering telephone calls, taking messages and directing information appropriately.
• Checking and updating patient demographic details on the Patient Administration System (PAS).
• Booking patients into clinics and arranging follow-up appointments where appropriate.
• Ensuring patients receive appointment confirmation letters when appointments are not arranged face-to-face.
• Maintaining accurate records, filing paperwork and following established administrative procedures.
• Arranging interpreter and transport services when required.
• Supporting the day-to-day work of junior staff and helping new starters understand their duties.
• Working collaboratively with doctors, practitioners, patients and other healthcare professionals.
• Maintaining high standards of confidentiality, customer service and professional conduct.
• Providing cross-cover across the department when required.

Essential Qualifications

Applicants must have:

• GCSE English and Maths, or equivalent qualifications.

Essential Experience

Candidates should demonstrate:

• Previous experience working in an administrative role.
• Proven experience handling complex telephone calls.
• The ability to maintain a professional attitude in a busy, pressured environment.
• Experience working effectively as part of a team.

Essential Skills and Knowledge

The successful applicant should have:

• Competence using Windows-based computer systems.
• Excellent written and verbal communication skills.
• Strong organisational and workload-prioritisation abilities.
• The ability to work independently and use initiative.
• Knowledge of filing systems and accurate record management.
• Good attention to detail.
• The ability to solve problems logically and methodically.
• Strong interpersonal skills and the ability to handle difficult situations calmly.

Personal Qualities

The Trust is looking for someone who is helpful, cheerful, professional and approachable when dealing with patients and colleagues.

Applicants should be adaptable, organised, empathetic and able to meet deadlines without close supervision. A smart and professional appearance is also expected.

About Chelsea and Westminster Hospital NHS Foundation Trust

Chelsea and Westminster Hospital NHS Foundation Trust operates Chelsea and Westminster Hospital and West Middlesex University Hospital, alongside clinics across North West London.

The Trust employs approximately 7,500 staff and provides a broad range of healthcare services to a diverse population. Its services include maternity care, emergency services, children’s services and specialist HIV and sexual health clinics.

The Trust promotes equality, welcomes applications from candidates of all backgrounds and can make reasonable adjustments for disabled applicants. Flexible working requests are considered where possible, taking staff and service needs into account.

Contract and Working Arrangements

This is a permanent, part-time position. Some roles may require weekend shifts across multiple sites, so applicants should review the requirements with the employer if necessary.

Employment is subject to a six-month probationary period. The Trust advises candidates to apply early because the vacancy may close once sufficient applications have been received.

Visa Sponsorship Information

The job advert does not confirm whether visa sponsorship is available for this position.

Applicants who require a Skilled Worker visa or other work sponsorship should contact Chelsea and Westminster Hospital NHS Foundation Trust to confirm whether sponsorship can be offered for this vacancy before submitting an application.

How to Apply

Interested candidates should review the full job description and person specification and submit their application through the official NHS Jobs website.

Closing date: 10 November 2026.

Contact for Enquiries

For questions about the vacancy, contact:

• Contact Person: Melissa Ogallo
• Job Title: Outpatient Reception Supervisor
• Email: melissa.ogallo@nhs.net

Employer Website: https://www.chelwest.nhs.uk/