Administrative Coordinator

University College London Hospitals NHS Foundation Trust; Greater London; On-site; GBP 24,000 - 29,000; Full time

Job summary

University College London Hospitals NHS Foundation Trust is seeking an Administration Coordinator to provide comprehensive administrative support across the neurological services, ensuring smooth admissions and day care operations.

The role requires excellent organisational and communication skills to manage patient travel, appointments, and cross-department coordination, while maintaining high standards of patient experience and data confidentiality.

Qualifications

• Strong administrative background across multiple departments.
• Excellent organisational and time-management abilities.
• Clear, compassionate communication with patients and staff.
• Ability to balance competing priorities and deadlines.

Responsibilities

• Provide comprehensive administrative support with admissions across the neurological departments.
• Act as a key point of contact for patients, clinicians, and external partners to ensure efficient service delivery.
• Oversee patient travel and accommodation logistics, including hotels, transport, and itineraries.
• Support non-surgical admissions and day care unit appointments.
• Attend Bed Meetings and Patient Flow Meetings.
• Manage clinic schedules, track referrals, update patient pathways, and ensure timely inter-department communication.
• Handle daily admin tasks: inbox management, databases, documentation and letters.
• Maintain confidential patient and service records in line with data protection standards.

Job description

As Administration Coordinator, you will provide comprehensive administrative support with admissions across the different neurological departments. This is a cross-service role requiring excellent organisational skills, strong communication, and the ability to manage competing demands.

You will act as a key point of contact for patients, clinicians, and external partners, ensuring that each service runs efficiently with excellent patient experience.

This is an exciting opportunity to be involved to work across different neurological services and to ensure efficient day-to-day administration operations.

Oversee all aspects of patient travel and accommodation, including booking hotels, arranging transport, confirming itineraries, and ensuring accessibility or clinical needs are met.

Supporting services by booking non-surgical admissions and day care unit appointments.

Attending Bed Meetings and Patient Flow Meetings.

Support clinicians by managing clinic schedules, tracking referrals, updating patient pathways, and ensuring timely communication between departments.

Handle day-to-day administrative tasks such as managing shared inboxes, maintaining databases, processing documentation and letters.

Provide clear, compassionate communication with patients regarding appointments, travel arrangements, and service queries.

Maintain accurate patient and service records in line with UCLH policies, ensuring confidentiality and compliance with data protection standards.

Work closely with clinical and nursing leads as well as operational managers to support smooth coordination across admissions and day care unit.

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.

For further details / informal visits contact: Name: Alice Friday Job title: Assistant General Manager Email address: [e-mail]