Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (12 hour shifts (07:30 - 20:00) includes weekdays, weekends and Bank Holidays)
- Job ref
- 249-7828012
- Employer
- Great Western Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Great Western Hospital
- Town
- Swindon
- Salary
- £25,760 - £27,476 per annum
- Salary period
- Yearly
- Closing
- 01/04/2026 23:59
Employer heading
Patient Coordinator - Acute Medicine
Band 3
Great Western Hospitals NHS Foundation Trust is a unique organisation, serving as the sole integrated provider in the Bath and North East Somerset, Swindon, and Wiltshire system. Our scope extends beyond boundaries as we oversee adult community services in Swindon and provide acute care from the Great Western Hospital.
Our 5,500 staff have 1.2m patient contacts a year, with 13,000 operations carried out in our Theatres, around 4,000 babies born, and our emergency attendances are now well over 100,000 per year. Those numbers only tell part of our story about what an exciting time it is to join Great Western Hospitals.
We are cultivating a culture that fosters our ambitions, prioritising equality, diversion, inclusion, wellbeing, and leadership. We aim to create an environment where every member of our team can truly thrive.
Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used, then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.
If we receive a high volume of applications, we may close adverts prior to the published closing date. Therefore, we advise you to complete and submit your application as soon as possible.
Job overview
Patient Coordinator - Acute Medicine
12 hour shifts (07:30 - 20:00) includes weekdays, weekends and Bank Holidays
Join our Acute Medicine team and play a key role in supporting the smooth running of our busy front‑door services. Our units — the Medical Assessment Unit (MAU), Linnet Acute Medical Unit (LAMU) and Medical Short Stay Unit (MSSU) — care for a high volume of medical patients, and we’re looking for a dedicated Patient Coordinator to help us deliver an exceptional experience from the moment patients arrive.
As a Patient Coordinator, you’ll provide essential administrative support, including data entry, appointment booking and reception duties for both expected and unexpected patients and their relatives. You’ll also play an important part in maintaining effective patient flow, ensuring our clinical teams can focus on delivering high‑quality care.
This is a role where you’ll work independently, using your initiative to manage enquiries and support the needs of a fast‑paced environment. With one coordinator per area, you’ll be a vital member of the multidisciplinary team — working closely with medical, nursing, therapy, pharmacy, administrative and facilities colleagues.
Strong communication skills and the ability to engage confidently with patients, relatives and staff at all levels are key to maintaining the high standards of service our Trust is proud to provide.
Main duties of the job
1. Being the central point of contact for patients and visitors as well as colleagues across all areas of Acute Medicine.
2. To provide excellent customer service for all patients and relatives often in sensitive and emotive situations. Being aware of cultural and emotional circumstances. Be the custodian for of a brilliant experience for all our patients, role model through excellent customer service skills and at all points of patient engagement.
3. Providing appropriate ward information leaflets and distribute Friends and Family leaflets and patient questionnaires.
4. Complete administration for all arrivals to SAU/ MAU/ SDEC/MSSU/LAMU and clinics, and alert clinicians if there are any concerns for a patient.
5. Work alongside clinicians providing and receiving sensitive information.
6. Maintain accurate records across all the Acute Medical Units/Surgical Assessment Unit, booking patients in and commencing the correct paperwork.
7. Maintaining patient administration systems up to date and accurate, including amending patient demographics, the input of admission, discharge, and transfer information. Carry out and complete admission process for all patients being admitted to the hospital through the Medical Assessment Unit /Surgical Assessment Unit .
8. Maintain the admission requests list, adding and amending patient information where necessary.
Working for our organisation
We are proud to be part of BSW Hospitals Group – a formal partnership between Great Western Hospitals NHS Foundation Trust, Royal United Hospitals Bath NHS Foundation Trust and Salisbury NHS Foundation Trust. With a combined workforce of over 17, 600 colleagues, and budget of 1.6 billion the Group is united by a common purpose to deliver the best possible care to over 1 million people.
We are creating a health and care system that works with the people we care for, reducing the differences people currently face in access, experience and outcomes, improving the experience of our colleagues and tackling shared challenges like sustainability and finances. Every improvement we make across our Group will be guided by what creates the greatest benefit for our colleagues, our patients, our communities and our partners.
Detailed job description and main responsibilities
9. Make appointments for ‘hot clinics’ Acute Medical patients, Surgical patients, as well as for the Emergency Department and Urgent Treatment Centre.
10. Using planning skills to ensure patients’ transport requirements are met
11. Booking transport using the telephone and E-MED on-line booking service. Arranging taxis as and when required on-line/via telephone.
12. Support and work closely with the units’ nurse coordinator by undertaking various tasks as requested and overseen by to ensure smooth running of each unit.
13. Liaising with ambulance crews and viewing patient summary from the Care flow/ Mobimed App.
14. Liaising with other agencies such as police or safeguarding.
15. Alerting nursing staff about any time sensitive patient issues.
16. Ensure property of deceased patients has been documented correctly and transferred to Bereavement Services and to assist with patient valuables working alongside the Trust Security Department.
17. Keep a log of lost and found property and contact family if necessary if property remains on the ward.
18. Scan and send social services referrals, overseas visitor’s forms, District Nurse referrals and any other referrals.
19. Ensure compliance with data protection legislation.
20. Deal with telephone enquiries and transfer calls to other areas, speciality, and other healthcare professionals. This includes dealing with queries, answering them, and following up where necessary.
Please see attached the Job Description
Person specification
Qualifications
Essential criteria
- Educated to GCSE level in English and Maths (Level 5 or above / Grade c or above)
Desirable criteria
- NVQ level 3 in Customer Services/Business Administration/Team Leading ECDL or equivalent training and experience
Experience
Essential criteria
- Recent experience in a customer focussed environment
- In-depth administration
- Working knowledge of data protection and confidentiality
- Working to tight deadlines and managing conflict
Desirable criteria
- Knowledge of medical terminology
- To have worked previously in a medical, health or social care environment
- Office Experience (can include administration training)
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Rebecca Watkins
- Job title
- Assistant General Manager
- Email address
- [email protected]
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