Overview

Senior Patient Administrator - Scheduling, Band 4

Hours: 37.5 per week (9:00–17:00). This role provides comprehensive administration support to the Planned Care Division, coordinating workload to meet the demands of senior division leaders and ensuring necessary follow up actions and deadlines are met. Knowledge of Cerner is desirable.

Note: This advert may close once a sufficient number of applications have been received.

Responsibilities

• Assist the Team Leader in staff management of Patient Administrators and Assistant Patient Administrators, including workload prioritisation, day‑to‑day support, supervision, sickness, performance and appraisal, and mandatory and statutory training targets.
• Support optimal use of clinical and non‑clinical resources; ensure enquiries are dealt with in a timely, professional, confidential manner, with escalation when appropriate.
• Proactively manage patient pathways to deliver a high standard of service.
• Use initiative when handling patient problems or requests from managers and consultants; ensure activity is recorded using the Trust’s PAS/IT systems, including DNAs and discharges.
• Participate in induction and supervise new staff; develop new team members through training and supervision.
• Adhere to trust-wide SOPs and policies for clinical administrative processes and contribute to their development.
• Suggest system improvements and measure their effectiveness; collect and analyse data to measure department performance against objectives.
• Assist in sourcing specialist equipment, report overseas visitors for payment, and validate NHS numbers where needed.
• Participate in regular meetings (e.g. Patient Access) and maintain stationery stock; organise workload with minimal supervision.

Central Admissions

• Book patient surgery in line with Trust Access Policy to achieve patient pathway targets.
• Identify potential long waiters and implement remedial actions; escalate capacity issues as required.
• Organise day‑to‑day running of inpatient waiting lists, coordinate theatre lists with clinicians and managers, and validate waiting lists to support the 18‑weeks pathway.
• Monitor and report waiting list performance; plan theatre lists four weeks in advance; arrange pre‑assessment appointments; ensure lists are fully utilised.
• Provide patient information to GP practices and liaise regarding results, special needs and concerns.
• Plan one year in advance for theatre sessions, pre‑assessment, and operating schedules to meet wait time targets.

Others

• Maintain waiting list integrity and assist with changes/additions to theatre lists; liaise with theatre staff and medical teams to meet requirements.
• Carry out weekly waiting list reviews by clinical priority and wait time; produce and circulate admissions planners and cancellations spreadsheets; extract data for audits/presentations.
• Support uptake of new technologies and act as a user champion where required.
• Provide support with medical records, x‑rays prior to pre‑assessment, and maintain comprehensive records of cancellations and rescheduling.

Details

Job location: Chelsea and Westminster Hospital

Band: Band 4

Salary: £31,944 to £34,937 per year, Plus Inner or Outer HCAS

Contract: Permanent

Working pattern: Full‑time, Flexible working

Reference: 289-PC-82

Post date: 19 September 2025

Qualifications and Experience

Education and Qualifications

• Essentials: Educated to A level, NVQ level 3 in Business and Administration or equivalent; English and Mathematics GCSE or equivalent.
• Desirables: Qualification in Management (e.g., First Line Manager up to certificate level); familiarity with Trust’s PAS and other electronic patient administration/documentation systems; familiarity with medical records and clinical correspondence; experience working with outsourced typing functions.

Experience

• Essentials: Proven experience handling complex telephone calls; administrative experience in a busy office; experience of working with the public and in a team; experience in customer‑driven service with targets; NHS or similar healthcare environment; some supervision or training experience; experience using a Patient Administration System.
• Desirables: Experience working with clinicians; experience with E‑referral systems; experience with EDM systems; experience with the RTT pathway.

Skills and Knowledge

• Understanding of RTT in a clinic environment; knowledge of the Elective Access policy framework; sensitivity and empathy in difficult situations; proficient in Windows; ability to prioritise and learn new systems; ability to explain procedures to staff; strong attention to detail and excellent written and verbal communication.

Disclosure and Barring Service Check: This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975; a DBS disclosure may be required.

About us

Chelsea and Westminster Hospital NHS Foundation Trust is one of England’s top‑performing and safest trusts. We operate two main sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—with award‑winning clinics across North West London. Our nearly 7,500 staff care for a diverse population of 1.5 million, delivering full clinical services including maternity, A&E, and children’s services, plus HIV and sexual health clinics. CQC rates us Good in safety, effectiveness, care and responsiveness, and Outstanding in leadership and use of resources. We are investing in facilities, including a £30m expansion of critical care and an £80m Ambulatory Diagnostic Centre.

We welcome flexible working arrangements where possible to support staff and patients. The Trust is committed to equality and welcomes applications from all; adjustments can be made for disabled candidates. Early application is advised; vacancies may close when sufficient applications are received.

Employment is subject to a six‑month probationary period. Some roles may require weekend shifts at multiple sites.

Employer details

Chelsea and Westminster Hospital NHS Foundation Trust

Address: 369 Fulham Road, SW10 9NH, Chelsea

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

Location: Chelsea and Westminster Hospital

Reference: 289-PC-82

Also see JD/PS for full details.