Administrator/Coordinator - Overseas Chargeable Patients Service

Job overview

Saint Mary’s Hospital at Wythenshawe is seeking to appoint a Coordinator for the Overseas Visitors and Chargeable Patients Service.

This role involves identifying patients who may not be eligible for free NHS treatment and ensuring they receive accurate information regarding the costs of their care.

The position encompasses all services within Saint Mary’s Managed Clinic Service. Effective communication with patients, trust staff, and external stakeholders is essential and will involve regular correspondence via email, letters, face-to-face interactions, telephone, and video calls. Therefore, excellent written and verbal communication skills are vital for success in this role.

Strong organisational skills and meticulous attention to detail are required, as you will manage your own caseload and maintain precise records. You will utilise IT systems, including Hive and Microsoft Office applications, and must demonstrate good IT literacy.

The role may involve exposure to distressing or emotionally sensitive situations. While support is available from the wider team, resilience is important, along with an empathetic and non-judgemental approach to problem-solving.

Flexibility is a key requirement, as the post holder may need to provide cover across the Managed Clinical Service. Occasional travel to other MFT sites for training and meetings may also be necessary.

Initial training will take place at Saint Mary’s Oxford Campus and is expected to last approximately six months.

Main duties of the job

To understand and comply with the Department of Health Overseas Hospital Charging Regulations.

The role involves the assessment of patients and their relatives to establish entitlement to NHS funded care or liable for the costs accrued for accessing care.

The role includes, interviewing patients, gathering copies of documents required to assess entitlement, running reports and maintaining local records in line with National Policy.

You will be responsible for raising invoices, responding to queries and complaints through email, face to face, letters and phone calls. You will liaise with trust staff and external bodies including the home office and the immigration service to assist in identifying patients overseas status and NHS eligibility.

The post holder will meet regularly with their line manager to discuss cases, review and action reports based on evidence available. With support from your Line manager and the wider team, you will develop and maintain your knowledge around the charging regulations.

Detailed job description and main responsibilities

To find out more about the key responsibilities and the specific skills and experience you’ll need for this role, take a look at the Job Description & Person Specification attachments under the ‘Documents to download’ heading.

Explore ‘Inside MFT – Your Candidate Place’

To help you feel confident, prepared and fully informed before you apply, we invite you to explore Inside MFT – Your Candidate Place.  This welcoming one‑stop hub gives you a real sense of who we are, what we stand for, how we reward and support you, and the many ways we care for you as you care for others.  You’ll also find practical hints and tips for submitting a great application, along with the essential information you need to know before you apply.

To access ‘Inside MFT – Your Candidate Place’, simply click on the relevant PDF document under the ‘Documents to download’ heading and once opened, you can either scan QR code or click on the link provided.

Closing vacancy listings early

We welcome applications from a wide range of backgrounds and experiences. To help us manage applications fairly and give each one the time it deserves, our adverts may close early if we receive a high level of interest. Early applications are therefore encouraged.

Diversity Matters MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, please contact the manager named below.

Use of Artificial Intelligence (AI) in your application

Here at Manchester University NHS Foundation Trust, we’re proud to be ALL HERE FOR YOU, for our patients, our communities, and each other. As part of our commitment to fairness, transparency, and personal integrity, we ask all applicants to ensure that their job applications reflect their own experiences, skills, and motivations. While AI tools can support spelling, grammar, or formatting, we expect that the content of your application, especially personal statements and responses to role specific questions is written by you. This helps us get to know the real you and ensures that our recruitment process remains equitable and meaningful for everyone.

Thank you for helping us uphold the values that make our Trust a place where people belong, grow, and thrive. We look forward to receiving your application.

Disclosure and Barring Service (DBS) check

As part of our commitment to safeguarding patients and staff, many roles at Manchester University NHS Foundation Trust (MFT) require a Disclosure and Barring Service (DBS) check. This is a standard process across the NHS and helps us ensure a safe environment for everyone.

What is a DBS Check?

A DBS check is a background check that reveals any criminal convictions, cautions, reprimands, or warnings. The level of check required depends on the role:

Standard DBS: Checks for spent and unspent convictions, cautions, reprimands, and final warnings.

Enhanced DBS: Includes the above, plus any additional information held by local police that’s considered relevant to the role.

Enhanced with Barred Lists: Includes all of the above, plus checks against the children’s and/or adults’ barred lists.

Who Needs a DBS Check

Most roles involving direct patient contact, working with children or vulnerable adults, or access to sensitive information will require a DBS check. The job advert and recruitment team will let you know if this applies to your role.

The Costs for a DBS

At Manchester University NHS Foundation Trust (MFT), roles that require a DBS check are subject to a cost recovery policy. This means that the cost of submitting and processing a DBS application if you are successful and join us, will be deducted from your salary within the first three months of employment.   If, however, you withdraw from a conditional offer after the DBS process has begun, you will still be liable for the cost incurred.

For more information about the cost of the various types of DBS, please visit: https://www.gov.uk/government/news/dbs-fees-are-changing-in-december

DBS Update Service

Candidates are also expected to register with the DBS Update Service which must be completed within 30 days of the certificate being issued. This helps streamline future employment checks and supports safer recruitment practices.  For more information, please visit the DBS Update Service.