Position title
Outpatient Admin Co-ordinator

HMT Sancta Maria are currently seeking to appoint a Outpatient Admin Coordinator to join our busy Customer Services Department to provide support to the day to day running of the outpatient administration service.

As a not-for-profit organisation, we are passionate about putting the patient first and we are committed to developing a five-star hospital which will set new standards in clinical care and patient experience in South West Wales. This is an exciting time to be a part of the team we have recently opened our brand-new state-of-the-art private hospital situated in the SA1 area of Swansea.



The Co-Ordinator’s key responsibilities are to ensure all administration duties are kept up to date on a daily basis. The successful candidate will be responsible for managing the shared email inboxes, will be a key lead for team enquiries, and will be able to deputise for the team leader as required.

At busier times the administration Co Ordinator will be required to answer incoming telephone enquiries and assist with booking, amending and cancellation of appointments. Previous telephone experience is essential to this role.

The successful candidate must have excellent communication and organisational skills.

Main duties and responsibilities:

  • Supporting the outpatient pathway Team Leader in the day to day running of the outpatient’s administration function.
  • Ensuring the highest level of customer service and attention to detail is delivered throughout the team
  • Deal with all incoming calls in a courteous and professional manner.
  • Update patient electronic record with any notes of conversations with patients.
  • Book patient appointments in line with standard operating procedures taking payment promptly.
  • Providing patients with written notification of their appointment details in line with information governance policies and procedures.
  • Undertake prompt uploading of referrals to patient administration system.
  • Liaise with Consultant Users and secretaries, to assist in the management of diaries, clinics and patient appointments.
  • Aid in the accurate upkeep of the patient record; maintaining a contemporaneous record for all patients at all times.
  • Answering patient, visitor and consultant enquiries via a dedicated email inbox.
  • Supporting and achieving KPI targets
  • Deputise for the Outpatient Pathway Team Leader when required
  • To evaluate and contribute to the development of the role
Job Benefits

HMT recognises that its staff represent the single most important lever in delivering quality care and change as care and treatments evolve. For these reasons and because of our ethical framework as a charity, we aspire to make HMT the employer of choice within the area.

At HMT you’ll have the opportunity to be part of a developed workforce which has the appropriate time to care for their patients. We want our people to be skilled, motivated, informed and engaged to perform their roles to the highest standard. Once you’re part of our team, we’ll also be working with you to ensure that the work you do with us remains challenging and engaging throughout your career as you develop and progress.

Benefits include:

  • 27 days holiday (plus bank holidays)
  • Private medical insurance
  • Workplace pension
  • On-going training and development
  • Quality work environment
  • Employee Assistant Programme
  • Long Service Recognition
  • Wellbeing Programmes
  • Team Working
  • Staff Referral Scheme
  • Enhanced Maternity Leave
  • Cycle to Work Scheme

Full Job Description can be downloaded below.

To apply, please download the below HMT application form and upload it via the 'APPLY NOW' button.

HMT reserves the right to close this vacancy early. We therefore encourage early applications.

Following the closing date, you will only be contacted should you be shortlisted for interview.

This post subject to Disclosure and Barring Services (DBS).

Job Description
Job Description
Employment Type
Duration of employment
Job Location
Lamberts Road, Swansea, South Wales, SA1 8FD
Working Hours
37.5hrs pw Monday - Friday
Base Salary
£22,347.00 Per year
Date posted
April 24, 2023
Valid through
May 14, 2023
Close modal window

Thank you for submitting your application. We will contact you shortly!