Administration Coordinator

NHS; Greater London; On-site; GBP 34,000 - 37,000; Full time

Job summary

University College London Hospitals NHS Foundation Trust is seeking an administration assistant to join the Infection Division's outpatient clinic in London. You will be the first point of contact for patients and staff, handling appointments and complex administrative duties with courtesy and accuracy.

You will work alongside doctors and nurses, explaining administrative pathways and supporting service improvements, with opportunities for informal discussions with the team.

Qualifications

• GCSE level or equivalent, with English and Maths.
• NVQ Level 4 in Business Admin, Customer Service, Healthcare Support Services or equivalent.
• Excellent communication and data-handling with confidentiality awareness.

Responsibilities

• Be the first point of contact for patients and visitors.
• Support doctors and nurses with administrative tasks in the department.
• Explain complex administrative pathways to colleagues.
• Learn and practice multiple administrative functions; provide feedback.
• Contact the Administration Team Leader as needed.

Skills

Excellent communication skills

Education

GCSE Level English and Maths

NVQ Level 4 in Business Administration/Customer Service/Healthcare Support Services

Job description

Site University College London Hospitals Town London Salary £34,186 - £37,389 per annum inclusive of HCAS Salary period Yearly Closing 15/11/2026 23:59

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.

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.

We do not charge applicants any fees at any stage of the recruitment process, including applications, interviews, sponsorship arrangements, pre‑employment checks, or employment offers. All vacancies are advertised through TRAC/NHS Jobs and candidates are assessed solely on their skills, qualifications, experience, and suitability for the role. If you are asked to make a payment in connection with an NHS job opportunity, please treat this as suspicious and contact the organisation directly using the details published on our official career's website.

You will work alongside other members of the Hospital for Tropical Diseases administration team to provide a high level of support for the Infection Division. You will be required to work at the outpatient clinic reception and be responsible for booking various appointments as well as carrying out a variety of complex administrative duties. Excellent communication skills are essential, as is a focus on patient care.

At the request of your line manager, you may be requested to provide assistance and cover for other members of the administration team within the Division when required.

Main duties of the job

You will be the first point of contact for patients, members of the public and other healthcare staff based outside of the division. It is important to provide an excellent level of service to our patients including being friendly, helpful and approachable at all times.

You will work alongside our doctors and nurses to support them in the administrative tasks required to carry out the clinical work in the department. You will also be required to have a level of knowledge to explain and guide these colleagues through the several complex administrative pathways we use.

We expect you to be hard working, engaged and supportive towards your colleagues. You will have to learn and practice a number of different administrative functions, and to offer feedback and suggestions to improve the service.

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.

We are a small but complex division, covering many different aspects of infectious diseases and tropical medicine. We operate an outpatient clinic as well as an emergency walk‑in service, antibiotic infusion service, covid medicines infusion clinic and pre‑travel clinic.

We have spent many years building a tight‑knit, friendly, welcoming, and warm environment to work in. As we are relatively small everybody gets to know each other which creates an open, informal, and safe working culture. We believe people should enjoy their work and have fun, as well as working hard to provide a top‑class service.

We have an ongoing process to improve our staff’s working lives and regularly seek feedback from everyone as how to achieve this.

If you have any questions about the role and would like an informal discussion, please contact the Administration Team Leader at [e-mail]

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

Knowledge and Qualifications

• Educated to GCSE level or equivalent, with Grade C or above in English and Maths.
• Knowledge of the full range of administrative procedures, acquired through training and previous experience of working in an administrative environment.
• Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection Act.
• NVQ Level 4 in Business Administration, Customer Service, Healthcare Support Services or equivalent qualification.

Experience

• Experience of working in a non‑routine environment, with demonstrable evidence of problem solving and resolving issues as they arise (acquired through experience and/or training to Vocational level 4 or equivalent).
• Experience of working in a customer facing environment, resolving queries and using initiative to ensure first‑class service delivery.
• Previous NHS experience, or experience of working in a healthcare setting.

At UCLH, we have a real ‘One Team’ ethos, and our values – safety, kindness, teamwork and improving, are central to the way we work. This is supported by our staff, who voted us as the #1 NHS Acute Trust to work for in the whole of England.

At UCLH we take equality of opportunity seriously and are committed to being a diverse and inclusive employer, with a culture that creates a real sense of belonging and trust. It is our fundamental aim, to recruit, retain and promote a diverse mix of people who are representative of our local communities. Applications are encouraged from candidates of all backgrounds, cultures, and perspectives to support our world class research, innovation and creativity.

UCLH recognises the benefits of flexible working for staff and has a dedicated policy which allows staff to apply for flexible working right from the beginning of employment. For more information please go to: https://www.uclh.nhs.uk/work-with-us/why-choose-uclh/flexible-working.

We offer our permanent staff an interest free season ticket loan for travel, all our staff have access to free independent and confidential support, large retail discounts, a staff discount platform, cycle to work scheme and on‑site accommodation to name a few.

Additionally, UCLH Arts and Heritage’s staff wellbeing programme, Creative Comfort, offers a variety of ways to engage with the arts as a member of UCLH staff. You can try out the weekly choir, weekly art club and join the Culture Club for exclusive access to free and discounted tickets for opera, exhibitions, theatre and more.

We recognise, reward and thank colleagues by nominating them for our annual Celebrating Excellence Awards, which are funded by UCLH Charity.

We are also members of www.mytrustbenefits.co.uk/ which offers discounts on high street retail stores, offers on travel deals, and also to take advantage of cash back schemes.

You must already have the right to work in the United Kingdom or fully meet the eligibility criteria for sponsorship under the Skilled Worker visa route. We welcome applications from candidates who require visa sponsorship; however, we can only consider these where all UKVI requirements are met. Before applying, please ensure that both you and the role satisfy the relevant UK Visas and Immigration (UKVI) points‑based system criteria, as applications that do not meet these requirements cannot be progressed. For more information about the criteria, please click here

This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.

Please note that all correspondence regarding your application will be via email. The emails will be sent to you via TRAC.jobs and not via NHS Jobs, we encourage you to check your inbox regularly.

Please note that if you have not heard from us within 3 weeks of the closing date of the advert to assume that you have not been shortlisted on this occasion.

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

Employer certification / accreditation badges

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.