Administration Assistant

University College London Hospitals NHS Foundation Trust; Greater London; On-site; GBP 30,000 - 33,000; Full time

Job summary

A leading NHS institution in Greater London is seeking a full-time Administration Assistant to support clinical and administrative teams. Responsibilities include patient communication, appointment management, and data entry. The ideal candidate should have GCSEs with strong communication skills, and experience in an administrative or healthcare environment. Join us to contribute to high-quality patient care in a dynamic team setting.

Qualifications

• Experience of working in a healthcare setting preferred.
• Knowledge of administrative procedures through training or experience.
• Understanding of Data Protection Act regulations.

Responsibilities

• Communicate with multidisciplinary teams and patients.
• Manage appointment scheduling and patient reminders.
• Input and verify patient information in systems.

Skills

Communication and patient liaison

Data management

Problem-solving in unpredictable situations

Teamwork

Education

GCSE level or equivalent with Grade C in English and Maths

NVQ Level 3 in Business Administration

Job description

Overview

Administration Assistant at University College London Hospitals NHS Foundation Trust. The closing date is 03 February 2026.

Administrative processes underpin all of our clinical activity at UCLH, which means our dedicated and enthusiastic patient administration workforces are vital to the delivery first-class care. The Administration Assistant will work as part of an administrative team, to support the multidisciplinary clinical and administrative teams to provide a high quality administration service, a positive patient experience and the highest levels of customer service. They will have no supervisory responsibilities, but will be required to work closely with administration colleagues, clinicians, medical records, divisional colleagues, patients, carers and the general public.

Main duties of the job

• Communication and patient liaison: This will include communicating with the multidisciplinary team, patients and their families in line with the trust values, resolving queries via telephone or email, using judgement to determine when to pass the caller onto a member of a clinical team or when to escalate more complex queries, and acting as a point of contact for the department or specialty.
• Pathway administration: This will include conducting reminder calls to patients, rearranging appointments, inputting correspondence onto hospital databases, sending correspondence to patients and GPs in a timely manner, processing and registering referrals and booking diagnostic tests in line with the Trust's Elective Access Policy, and collating patient information at the request of clinical teams.
• Data and systems responsibilities: This will include inputting and accessing information on hospital information systems, recording and capturing patient information in line with Standard Operating Procedures, and ensuring patient demographics are correct by checking with the patient at every encounter.

About us

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.

Job 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

Person Specification

Knowledge and Qualifications

• Educated to GCSE level or equivalent, with Grade C or above in English and Maths
• Knowledge of administrative procedures, acquired through training and/or previous experience of working in an administrative environment.
• Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection Act.
• NVQ Level 3 in Business Administration, Customer Service, Healthcare Support Services or equivalent qualification.

Experience

• Experience of working in a non-routine environment, with demonstrable evidence of being able to respond to queries and deal with unpredictable situations as they arise (acquired through experience and/or training to Vocational level 3 or equivalent).
• Experience of working in an administrative environment, with knowledge of a comprehensive range of administrative procedures.
• Previous NHS experience, or experience of working in a healthcare setting.

Values

• Demonstrate ability to meet Trust Values of safety, kindness, teamwork and improving

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Address

National Hospital for Neurology & Neurosurgery, UCLH

Salary

£30,546 to £32,207 a year per annum inclusive of HCAS

Contract

Permanent

Working pattern

Full-time

Reference number

309-UCLH-7328

Job locations

National Hospital for Neurology & Neurosurgery, UCLH