Job summary
- Main area
- HIV/GUM
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time
- Flexible working
- Job ref
- 289-SC-76
- Employer
- Chelsea and Westminster Hospital NHS Foundation Trust
- Employer type
- NHS
- Site
- 10 Hammersmith Broadway
- Town
- London
- Salary
- £31,944 - £34,937 per annum incl. HCAS
- Salary period
- Yearly
- Closing
- 02/07/2025 23:59
Employer heading
Senior Patient Administrator
NHS AfC: Band 4
Job overview
Chelsea & Westminster NHS Foundation Trust (10 Hammersmith Broadway Site)
An exciting opportunity has arisen for a Secretary to join the HIV and GUM team at 10 Hammersmith Broadway.
We are looking for a highly motivated and enthusiastic Senior Patient Care Coordinator to provide a patient focused service for administrative areas within the HIV/GUM directorate, maintaining a welcoming and pleasant environment for patients.
Main duties of the job
Working flexibly, the post holder will ensure that they provide a patient focused service for administrative areas within the HIV/GUM directorate, maintaining a welcoming and pleasant environment for patients.
They will ensure that all patient data is entered into the EPR in a timely and accurate manner.
This will include close liaison with the multidisciplinary team of Medical staff, Health Advisers, as well as other Trust wards and departments to ensure continuity of patient care.
Providing professional cover for reception desks and appointments line according to rota.
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 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."
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
- Manage the clinics NHS mailbox.
- Check voicemails and respond to phone calls.
- Formulate and send letters from the computer systems at the request of the multi-disciplinary team.
- Provide high quality administrative support for Heads of department at 10 Hammersmith Broadway on request.
- To accurately record meeting actions, notes and minutes to distribute accordingly.
- Ensure that all enquiries are dealt with in a timely, polite, professional and confidential manner, taking action or escalating as appropriate, using initiative and prioritizing skills.
- Proactively manage patient pathways so that all patients receive a high standard of service delivery.
- Promote excellent customer service throughout all areas of responsibility, taking remedial action to correct poor and unresponsive service.
- Use initiative when dealing with patients’ problems or when dealing with managers or consultants who request patient information.
- Support new members of the team through induction.
- Adhere to trust-wide standard operating procedures and policies developed for clinical administrative processes and participate in their development.
- Suggest improvements to systems, with ways of measuring effectiveness of any changes made.
- Support the building and support services manager in overseeing reception services ensuring adequate cover at all times and that patients receive and appropriate and welcoming service.
- Ensure patient demographic details are updated on PAS.
- Collect and use data to measure performance of department against objectives.
- Organise and prioritise workload with minimal supervision.
- Assist all members of staff and patients with the uptake of new technologies and where required to become a user champion to embed learning.
Please see attached job description and person specification to this advert for further details.
Person specification
Education and Qualifications
Essential criteria
- Education to A Level or equivalent experience
- Evidence of further personal development / training
- Diploma/BTEC or equivalent level of experience
Experience
Essential criteria
- Experience of composing own correspondence and documentation (e.g. reports, letters, memos and emails)
- Extensive knowledge of MS Office applications, particularly Outlook, Word, Excel, PowerPoint and Access, Teams
- Experience of successful working with senior professional staff
- Experience of servicing meetings including minute taking
Desirable criteria
- NHS experience, preferably within a project management related field
- An understanding of the NHS and relevant legislation
- Knowledge and/or experience of working on projects/ programmes
Skills and knowledge
Essential criteria
- Ability to answer enquiries within given timescale and collate data to deadlines
- Ability to disseminate information and summarise to the team
- Excellent interpersonal and organisational skills, with the ability to prioritise and work flexibly to defined deadlines
- Ability to work effectively under own initiative; whilst understanding the importance of appropriate lines of communication within Team and Line Management structure
- Able to provide and receive routine information requiring tact or persuasive skills; or may be barriers to understanding
- Excellent verbal and written communication skills
- Accurate and comprehensive minute taking ability
- Detailed preparation of presentations and briefing papers
Desirable criteria
- An understanding of the pressures that working in a busy department generates for staff and the ability to deal with these sympathetically and in a supportive manner.
- Ability to meet agreed deadlines; attention to detail and accuracy is maintained
- Manage own workload, re-prioritise as necessary to adapt to changing demands
Personal Qualities
Essential criteria
- A conscientious, committed and approachable team worker
- Cheerful, helpful and committed to providing a high level of customer care.
- Self-motivated
- Commitment to high professional standards
- Flexible and responsive to changing demands
- High levels of accuracy and attention to detail
- A courteous approach to colleagues and members of the public
- Ability to deal with complex, confidential and sensitive issues
Employer certification / accreditation badges
Applicant requirements
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
Documents to download
Further details / informal visits contact
- Name
- Kubah Borico
- Job title
- Building Support & Services Manager
- Email address
- [email protected]
- Telephone number
- 07825431183
- Additional information
Main Reception: 020 3315 9701
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