Patient AdministratorNHS

Job summary

An exciting opportunity has arisen for an enthusiastic and well-organised Administrator to join the existing Paediatric Sleep and Respiratory Physiology team within West London Children's Healthcare (WLCH).

This Band 3 role offers the opportunity to work within a growing and dynamic paediatric sleep and long-term ventilation (LTV) service, supporting infants, children and young people with a wide range of complex sleep and respiratory conditions.

The post holder will carry out a range of routine administrative tasks, including maintaining accurate patient records, processing referrals, booking appointments and investigations, and responding to patient and family enquiries in accordance with agreed procedures. They will support clinic administration, assist with monitoring patient pathways, and provide administrative support for multidisciplinary team (MDT) meetings, under the direction of senior administrative and service management staff.

In return, WLCH offers:

• Outstanding learning and development opportunities
• Access to supervision and ongoing training
• A supportive multidisciplinary working environment
• Opportunities to work across diverse specialist paediatric services
• Access to NHS pension and staff benefits schemes

Main duties of the job

The post holder will provide administrative support to the Long-Term Ventilation (LTV) and Sleep service, supporting children and young people with respiratory and sleep-related conditions. The service is delivered by a multidisciplinary team, and the post holder will contribute to the day-to-day administrative functions required to ensure the service runs smoothly.

The post holder will be responsible for carrying out a range of routine administrative tasks, including maintaining patient records, supporting referral processing, booking appointments, and responding to patient and family enquiries in accordance with agreed procedures. The role will support clinic administration and assist with monitoring patient pathways under the direction of senior administrative and service management staff.

The post holder will work as part of an administrative team and liaise with clinical staff to ensure accurate information is recorded and communicated. Good organisational and communication skills are required to support the delivery of an efficient and responsive service.

Job description

Administrative Support

• Provide routine administrative support to the Long-Term Ventilation (LTV) and Sleep service in line with established procedures.
• Maintain accurate patient records and databases.
• File, scan, and manage documentation in accordance with information governance requirements.

Referral and Pathway Administration

• Receive and process referrals in line with agreed procedures.
• Support the tracking of patient pathways and escalate concerns to senior administrative staff.
• Assist with monitoring waiting lists and clinic capacity as directed.

Clinic & Appointment Support

• Support the set-up and administration of clinics as instructed.
• Book appointments, investigations, interpreters, and transport using standard systems.
• Respond to routine patient and family enquiries, escalating more complex issues when required.

Correspondence & Communication

• Process and distribute clinic letters and routine correspondence.
• Communicate effectively with clinical and administrative staff to ensure accurate information sharing.
• Refer queries outside own responsibility to the appropriate person.

MDT & Team Support

• Provide administrative support for MDT meetings, including arranging meetings, distributing papers, and assisting with note-taking when required.
• Work cooperatively with clinicians and administrative colleagues.

General Duties

• Prioritise own workload day to day, seeking guidance when needed.
• Provide cross-cover for administrative colleagues as required.
• Undertake other appropriate duties consistent with the role, as directed by the management team.

About us

Our 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 1.5m, providing full clinical services including maternity, A&E and children's services, plus specialist HIV and sexual health care. The CQC 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 an £80m Ambulatory Diagnostic Centre at West Mid.

We are delivering sustainable healthcare through our Green Plan. In line with Greener NHS ambitions, we aim for net zero carbon emissions by 2045. Achieving this requires collective effort. We encourage staff to reduce their impact on carbon, waste and pollution wherever possible. Every action counts to create a healthier, more sustainable future.

We are committed to equal opportunities and believe diversity drives innovation and excellence. We welcome applications from the global majority, veterans and underrepresented communities, valuing the perspectives they bring.

If you haven't heard from us within 3 weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probation.Some roles may require weekend shifts at multiple sites.