About this role
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.
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.
Job description Job responsibilities
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.
Person Specification
Education and Qualifications Essential
GCSE English and Maths or equivalent NVQ in office administration or equivalent experience
Experience Essential
Experience of working in an administrative capacity Proven experience of dealing with complex telephone calls Demonstrable experience of maintaining a professional attitude in a pressured environment Experience working as part of a team
Desirable
Experience working in the NHS or other healthcare environment Experience of direct communication with patients/customers
Skills and Knowledge Essential
Competent working knowledge of windows-based computer systems Excellent communication skills, both written and verbal Ability to prioritise and organise workload Ability to use own initiative Ability to work as part of a team Familiarity with Trust's patient administration systems
Desirable
Ability to accept criticism constructively/aware of limitations
Personal Qualities Essential
Excellent interpersonal skills A cheerful and helpful manner when dealing with patients and staff Show initiative and the ability to plan and deliver work to deadlines Ability to work as part of a team Able to solve problems and work in a logical methodical manner Evidence of interacting with a wide range of people
Trust Values Essential
Putting patients first Responsive to, and supportive of, patients and staff Open, welcoming and honest Unfailingly kind, treating everyone with respect, compassion and dignity Determined to develop our skills and continuously improve the quality of care
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Chelsea and Westminster Hospital NHS Foundation Trust
Address Chelsea and Westminster Hospital
369 Fulham Road
London
SW10 9NH
United Kingdom
Employer's website https://www.chelwest.nhs.uk/ (Opens in a new tab)