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Job summary

Main area
Radiotherapy
Grade
NHS AfC: Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
309-UCLH-7677-D
Employer
University College London Hospitals NHS Foundation Trust
Employer type
NHS
Site
University College Hospital
Town
London
Salary
£34,186 - £37,389 per annum inclusive of HCAS
Salary period
Yearly
Closing
Today at 23:59

Employer heading

University College London Hospitals NHS Foundation Trust logo

Radiotherapy Receptionist and Planning 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 ensuring that its recruitment processes are carried out with integrity, transparency, and fairness for all applicants. To help maintain these standards, we ask candidates to provide accurate and truthful information throughout the recruitment process.

If incorrect or misleading information is identified, this may affect the progression of an application, any employment offer, or continued employment. As part of our due diligence, the company may verify the information provided by applicants and take appropriate action where necessary.

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Applicants can refer to the Fraud Act 2006 for further information: https://www.legislation.gov.uk/ukpga/2006/35/contents

Job overview

This post offers a unique opportunity to play a key role in the Radiotherapy service at UCLH at an exciting period of its development. The postholder will play a key role in providing a good service to patients.  They will be responsible for checking patients in for their appointment, updating them on any delays and outcoming appointments. They will also be responsible for booking interpreters and transport when required. 

The department sees about 2000 new patients and administers over 3000 new courses of radiotherapy treatment per year. There are 26 NHS clinical oncologists covering all cancer specialties. The department delivers radiotherapy services for a broad spectrum of cancers which include a wide range of common cancers as well as specialist treatments including a paediatric and adolescent workload, brachytherapy and isotope work, total body irradiation and sarcoma radiotherapy. Many of the patients will be coming in daily for a five-to-six-week period, so they will be able to get to know them, and help them feel at ease within the department. The successful applicant will therefore need to have good communication and customer service skills. This position will also have a strong focus on delivering an excellent patient experience.  

 Please note that due to a high volume of applications received, this vacancy will now close on 24/07/2026 23:59. You are advised to immediately submit your application.

Main duties of the job

In this vital front‑of‑house role, you will provide high‑quality administrative and reception support within the Radiotherapy (RT) department, ensuring every patient and their family receives a warm, professional and compassionate service. You will be the first point of contact for those attending treatment, greeting patients courteously, supporting them with check‑in procedures, and helping them feel comfortable and informed throughout their visit.
You will play a key part in maintaining smooth departmental operations—managing patient arrivals on EPIC and ARIA systems, keeping waiting areas organised, coordinating appointments, and communicating effectively with radiographers, nurses, medical staff and the wider multidisciplinary team. Your role will also involve responding to enquiries, offering non‑clinical advice, supporting patients with local information and transport queries, and ensuring any concerns are directed appropriately.

Alongside these patient‑facing responsibilities, you will carry out a range of administrative tasks including telephone handling, stock management, processing post and deliveries, and maintaining departmental resources. You will uphold confidentiality at all times and contribute to a positive team environment, including assisting with the training of new staff and students.

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.  

Summary of Key Responsibilities 

Patient Registration & Data Accuracy
•    Register patients on EPIC and ARIA, ensuring all information is accurate, consistent, and regularly updated.
•    Verify patient details through questionnaires and direct confirmation to maintain high data quality.
Case Notes & Information Management
•    Request, retrieve, track, and file medical case‑notes using the Care‑cast system.
•    Maintain organised departmental filing and ensure secure disposal of confidential information in line with Trust policy.
•    Locate and print patient test results from EPIC when required.
Transport, Interpreter & Accommodation Coordination
•    Arrange patient transport, ensuring correct booking details and promptly communicating any changes.
•    Liaise with transport teams and patients to resolve issues and maintain a database of aborted journeys for audit purposes.
•    Book interpreters for clinics, support them on arrival, and sign required documentation.
•    Facilitate accommodation bookings, liaising with hostel and admissions staff and keeping patients informed of access procedures.
Clinic & Appointment Administration (Within RT Department)
•    Record all radiotherapy attendances and outcomes on EPIC to ensure accurate activity reporting and income generation.
•    Provide clerking support for outpatient review clinics, including booking appointments, completing attendance forms, and arranging transport or special requirements.
•    Deliver reception support for ad‑hoc clinics as needed.
Clinic & Appointment Administration (Outside RT Department)
•    Book outpatient appointments on EPIC following treatment episodes, ensuring correct clinic allocation and noting any interpreter or transport needs.
•    Arrange appointments with external hospitals by phone and ensure patients receive full details, including appointment letters where required

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

Knowledge & Qualifications

Essential criteria
  • Educated to GCSE and A level standard or equivalent
  • Excellent IT skills including good working knowledge of MS packages
Desirable criteria
  • Willing to undertake further training

Experience

Essential criteria
  • Relevant previous experience of administrative work either within the NHS or in other institutions
  • Experience of administration work including emails, scanning and outpatient setting work
Desirable criteria
  • Work experience within cancer services including working with cancer waiting times and patient cancer pathways
  • Previous experience of hospital based systems or other in-house database systems (although training will be given)

Skills & Abilities

Essential criteria
  • Ability to speak, read and write English clearly
  • To demonstrate skills in the use of: • Microsoft Word Excel • E-mail / Electronic Diary • Internet/Intranet Access • Scanning and document management • Proven track record of working under pressure to strict deadlines. • Ability to prioritise effectively

Communication

Essential criteria
  • Effective communication skills at all levels both within the Trust and beyond

Personal and People Development

Essential criteria
  • Experience of working as a team member
  • Ability to help and support the team with training and development as needed
  • Experience in supervising or managing self

Responsibilities towards promoting Equality Diversity and Inclusion

Essential criteria
  • Demonstratable understanding of the Equality, Diversity, and Inclusion
  • Knowledge of the NHS obligations under the Equality Act 2010 and the Public Sector Equality Duties

Specific Requirements

Essential criteria
  • Be able to work various shift patterns (between 8am and 8pm) to cover the service need of the department, including some bank holiday work and weekend work when required
  • Work on site 5 day a week in the Radiotherapy Department

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.

Documents to download

Apply online now

Further details / informal visits contact

Name
Jessica Cording
Job title
RT Admin, Clerical and Bookings Team Manager
Email address
[email protected]
Additional information

Want to know more? Please feel free to contact
telephone: 02034473754

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