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Job summary

Main area
Administration
Grade
NHS AfC: Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
309-UCLH-8246218
Employer
University College London Hospitals NHS Foundation Trust
Employer type
NHS
Site
University College London Hospitals
Town
London
Salary
£34,186 - £37,389 Per annum inclusive of HCAS
Salary period
Yearly
Closing
07/09/2026 23:59

Employer heading

University College London Hospitals NHS Foundation Trust logo

Administration Coordinator

NHS AfC: Band 4

The use of AI is monitored and if applicants have used it, then they are required to declare this in their supporting statement.

Artificial intelligence (AI) is a set of technology that can perform various tasks that typically required human intelligence. Your application is your opportunity to demonstrate to us how you meet the requirements of the role.

We recognise that AI tools can support accessibility, equity and confidence for applicants. However, it’s important that examples and responses genuinely reflect your own experience and abilities, as these will be explored further during the selection process. AI must not be used to provide misleading or false information during any stage of the application journey.

Further guidance can be found in the NLPSS Applicant Toolkit https://royalfree.pagetiger.com/cuuomnr/1.

University College London Hospitals NHS Foundation Trust is committed to fair and transparent recruitment and requires applicants to provide accurate information, as misleading details may affect their application or employment and may be verified in line with the Fraud Act 2006. For further information please visit https://royalfree.pagetiger.com/cuuomnr/1.

Job overview

We are looking for a compassionate experienced administrator who can work unsupervised, using their own initiative and judgement to prioritise their workload a problem-solver who can navigate the complexities of a healthcare environment with a calm attitude.  Flexible and committed team player, you will need excellent communication and interpersonal skills to build effective working relationships.

We welcome candidates from all professional backgrounds, including corporate administration, customer service, retail, hospitality, and the public sector, as well as those with previous NHS experience

This is a dynamic position where you will rotate through various areas, including the Surgical Reception Unit, Pre-assessment Clinic, Theatre Reception, and Grafton Way—all located within the UCLH buildings.
This position requires a flexible approach to working hours, with core hours between 6:30am and 5:00pm, depending on the area you are assigned to. Please note, early morning starts from 6:30am are required to fulfil the rota in some areas.


This role is about more than just administrative tasks; it’s about being a vital part of a patient's healthcare journey. You’ll be the central hub of a busy clinical team, coordinating everything from patient appointments to critical data management. You'll be the first point of contact for patients who may be anxious or stressed, and your ability to communicate clearly and empathetically will directly impact their experience. 

 

Main duties of the job

You'll use your sharp problem-solving skills to manage complex inquiries, proactively identify potential issues in patient care, and ensure seamless communication across all teams escalating any complex issues to the line manager.
 
Are you ready to make a difference? Apply now to join a team dedicated to delivering top-quality patient care, excellent education, and world-class research.
 
This is a fantastic opportunity for a highly organised and empathetic individual to join our team. We are looking for an experienced administrator with excellent communication and problem-solving skills who is proactive and can work autonomously while also being a collaborative team player.
 
The ideal candidate will have a proven track record in coordinating care pathways, managing data effectively, and supporting clinical teams in a fast-paced environment. Your ability to supervise and mentor hew starters will be essential to maintaining our high standards. You will be instrumental in ensuring a smooth and efficient service, ultimately contributing to the best possible patient experience.
 
 
 

 

Working for our organisation

University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research.

We provide first-class acute and specialist services across eight sites:
• University College Hospital (incorporating the Elizabeth Garrett Anderson Wing)
• National Hospital for Neurology and Neurosurgery
• Royal National ENT and Eastman Dental Hospitals
• University College Hospital Grafton Way Building
• Royal London Hospital for Integrated Medicine
• University College Hospital Macmillan Cancer Centre
• The Hospital for Tropical Diseases
• University College Hospital at Westmoreland Street

We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women’s health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology.

We are committed to sustainability and have pledged to become a carbon net zero health service, embedding sustainable practice throughout UCLH. We have set an ambitious target of net zero for our direct emissions by 2031 and indirect emissions by 2040.

Detailed job description and main responsibilities

For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.

Please note, due to anticipated high volumes of applications, this vacancy may close earlier than the listed closing date. You are advised not to delay submitting your completed application

Come and be a part of the best NHS trust in England to work for, according to our staff*

* UCLH top trust to work at in England - In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England – for the third year in a row.

UCLH recognises the benefits of flexible working for staff – To find out more, visit: Flexible working. 

To discover more about what makes UCLH a great place to work, visit: Why Choose UCLH?

Person specification

1. Administrative Knowledge & Qualifications

Essential criteria
  • Educated to GCSE level (or equivalent) Grade C or above in English and Maths, with knowledge of a full range of administrative procedures acquired through training and experience in an administrative environment

2. Customer-Facing & Problem-Solving Experience

Essential criteria
  • Experience working in a customer-facing or non-routine environment, demonstrating initiative, problem-solving, and resolving queries to ensure first-class service delivery.

3. Communication & Sensitivity

Essential criteria
  • Ability to communicate clearly, tactfully, and empathetically with a wide range of patients, carers, and staff, including situations involving anxious patients or potential barriers to understanding

4. Workload Management & Independence

Essential criteria
  • Ability to work independently, manage and prioritise own workload, and use judgment to make decisions or escalate complex issues appropriately in a fast-paced environment.

5. IT Competency & Data Management

Essential criteria
  • Advanced keyboard skills and competent use of IT systems to accurately input, maintain, and process patient pathways and clinic data.

6. Alignment with Trust Values & Flexibility

Essential criteria
  • Demonstrable commitment to UCLH Trust values (Safety, Kindness, Teamwork, Improving) alongside a flexible approach to shift patterns, start times (e.g., 6:30 AM starts), and rotating across different departmental sites.

Employer certification / accreditation badges

London Healthy workplaceNo smoking policyLondon Living Wage is a voluntary commitment made by employers, who can become accredited with the Living Wage FoundationPositive about disabled peopleDisability confident employerStonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.

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.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.

Documents to download

Apply online now

Further details / informal visits contact

Name
Morline Bryant
Job title
Admin Manager
Email address
[email protected]
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