Administration Co-ordinator

University College London Hospitals NHS Foundation Trust; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

Join a leading NHS trust as an Admin Coordinator, providing essential support to medical staff. Your role will involve managing correspondence, supervising assistants, and ensuring efficient administrative processes, all while contributing to patient care excellence.

Benefits

Flexible working

Qualifications

• High-quality medical secretarial service to medical staff.
• Assist in organizing and prioritizing workload.

Responsibilities

• Produce correspondence for clinical staff regarding patients.
• Ensure turnaround times meet Trust guidelines.
• Supervise administrative assistants and delegate tasks.

Skills

Communication

Organizational Skills

Problem Solving

Job description

Administrative processes underpin all of our clinical activity at UCLH, which means our dedicated and enthusiastic patient administration workforce are vital to the delivery of first-class care.

Role Overview

The Admin Coordinator works as part of the administrative team under the supervision of the Administration Team Leader and performs the following functions:

1. Provide a high-quality medical secretarial service to all medical staff.
2. Produce correspondence for clinical staff regarding patients attending for treatment at the hospital.
3. Distribute incoming and outgoing post to appropriate staff daily.
4. Ensure turnaround times for clinical and non-clinical workload meet Trust guidelines.
5. Respond promptly and efficiently to enquiries by phone or in person.
6. Provide cross cover for other Medical Secretaries as needed.
7. Assist in organizing and prioritizing workload to deliver a timely service.

Additional Responsibilities

Communicate clearly with multidisciplinary teams, patients, and families; respond to telephone and email correspondence promptly; act as a point of contact for the department; and use developed communication skills to handle stressful situations and patient complaints.

Receive and register referrals, book appointments in line with the Trust’s Elective Access Policy, monitor patient pathways for potential delays, participate in PTL meetings, and prepare for clinics or admissions.

Act as secretariat for specialty meetings, manage diaries, support clinical teams, and assist with Trust administrative processes.

Ensure patient demographic data accuracy, identify trends, and maintain hospital information systems.

Supervise administrative assistants, delegate tasks, provide training, cascade information, and provide cross cover for administrative staff.

About UCLH

UCLH is one of the most complex NHS trusts in the UK, serving a diverse population with a range of acute and specialist services across eight sites, including:

• University College Hospital (including Elizabeth Garrett Anderson Wing)
• National Hospital for Neurology and Neurosurgery
• Royal National ENT and Eastman Dental Hospitals
• UCLH Grafton Way Building
• Royal London Hospital for Integrated Medicine
• UCLH Macmillan Cancer Centre
• The Hospital for Tropical Diseases
• UCLH at Westmoreland Street

We focus on complex illnesses, women’s health, and cancer care, supported by world-class services like critical care, imaging, nuclear medicine, and pathology.

UCLH is committed to sustainability, aiming for net zero emissions by 2031 (direct) and 2040 (indirect).

Join Our Team

For details on the Person Specification and main responsibilities, please refer to the attached Job Description.

Come and be part of the best NHS trust in England to work for, as recognized in our staff survey, with high staff recommendation rates for three consecutive years.

UCLH supports flexible working. For more information, visit: Flexible working.

Discover why UCLH is a great place to work: Why Choose UCLH?