Search for more NHS jobs in London
Job overview
An exciting opportunity has arisen to join the Outpatient Clinics department as an Administrator within the Women’s and Children’s Clinical Centre Directorate.
We are looking for proactive and enthusiastic individuals to join our Outpatient Clinics with a commitment to improving patient experience in a demanding but highly supportive department. You will be the first point of contact for patients and visitors attending various outpatient clinics, providing a warm, professional and efficient reception service.
Working closely with clinicians, nurses and administrative colleagues, you will play a key role in managing patient queries, reception duties and appointment coordination.
The role requires excellent organisational skills, a proactive and flexible approach to work. The ability to organise, manage and take responsibility for your own workload is integral to being successful in this role.
Outpatient Clinics offers significant development opportunities for the right candidate to gain valuable knowledge across a wide range of specialties with many opportunities to progress within the department. This experience may also help open further career opportunities across the NHS.
The department operates between 8.30am and 5.30pm from Monday to Friday and successful candidates will be required to work cross-site (Charing Cross, Hammersmith and St Mary’s hospital) on a shift basis (7.5 hours per day).
Main duties of the job
- Administrators in our team are the welcoming face of our services and the first point of contact for patients, families and visitors. They create a calm, friendly and inclusive environment so that everyone attending our hospitals feels respected, informed and cared for.
- The post holder supports a smooth patient journey by providing outstanding customer service, answering queries, and managing appointments accurately and efficiently, in line with the North West London Elective Access Policy, using Trust digital systems. They complete daily data quality checks, proof reading documents for accuracy and may support with audio typing.
- They use their initiative to solve day-to-day problems, keep patients updated and escalate concerns when needed.
- Working flexibly across departments and sites, the post holder provides reliable reception and administrative support, upholding patient confidentiality, data quality and the Trust’s values in every interaction.
Detailed job description and main responsibilities
The full job description provides an overview of the key tasks and responsibilities of the role and the person specification outlines the qualifications, skills, experience and knowledge required.
For both overviews please view the Job Description attachment with the job advert.
Person specification
Experience
Essential
- Experience in a customerfacing role (e.g. reception, hospitality, retail, call handling or administrative role).
- Experience of working in a busy environment with competing demands.
Desirable
- Experience working with people from diverse cultural, social and linguistic backgrounds.
- Experience of using electronic patient record databases and dictation systems.
- Experience of working within a healthcare service.
Education / Qualifications
Essential
- Educated to A-level standard (Level 3) or able to demonstrate equivalent* knowledge, skills and experience gained through work or structured learning.
- Good general standard of education, including English and Maths, or ability to evidence these skills through experience.
Desirable
- Customer service training or similar non-clinical qualification.
Skills/Knowledge/ Abilities
Essential
- Outstanding interpersonal and customer service skills – warm, calm, welcoming and able to put people at ease.
- Ability to stay composed under pressure and manage queues, difficult conversations or conflicting priorities.
- Strong digital fluency – confident and efficient digital user, with strong keyboard skills, able to work accurately and independently across multiple systems simultaneously, knowing how to prioritise, validate and reconcile information across different systems (e.g. electronic patient record systems, booking systems, Outlook, Word, Excel, Teams); able to learn and adapt to new systems quickly.
- Problem-solving and initiative – able to identify issues (e.g. missed bookings, distressed patients, wayfinding problems) and take appropriate action or escalate.
Desirable
- Ability to communicate in more than one language commonly spoken in northwest London.
WhatsApp job alerts
Get instant WhatsApp alerts for Band 3 Medical Secretary roles in London
Create your Job Clerk account first. We'll collect your alert preferences during onboarding and help you turn on WhatsApp notifications for matching healthcare roles.
Applying for this NHS job
This advert is for Outpatient Clinic Administrator with Imperial College Healthcare NHS Trust in London, London, England. It is listed as a Band 3 Administrative and IT role. The advertised salary is £31,554 - £33,270 pa inclusive. The contract type is Permanent. The application deadline is 19 Jul 2026.
Before you apply, compare the job description with the person specification and mirror the employer's essential criteria in your supporting information. Use the vacancy title, employer, location, salary, contract type, closing date and posted date (10 Jul 2026) to decide whether this role fits your current NHS job search. If the employer can close applications early, prepare the application before the stated deadline rather than waiting for the final day.
For more context, review related Job Clerk pages for the same profession, band or location where they exist, then use the application-support guides to tailor your statement and prepare for interview.