Administrator

King's College Hospital NHS Foundation Trust; City Of London; On-site; GBP 27,000 - 31,000; Full time

Job summary

A leading NHS trust in London is seeking an Administrator to provide comprehensive administrative support for the Medical Engineering and Physics department. The ideal candidate will have substantial experience in an NHS setting, excellent communication skills, and proficiency with MS Office applications. This position offers a salary range of £27,485 to £30,162 per annum, with additional benefits in a vibrant healthcare environment.

Qualifications

• Substantial administration experience in an NHS setting.
• Good working knowledge of MS Outlook, MS Word, MS Excel, MS TEAMS.

Responsibilities

• Provide an effective administrative service for the Medical Engineering and Physics department.
• Act as the first point of contact, handling enquiries professionally.
• Maintain accurate leave and sickness records.

Skills

Excellent communication skills

Organisational skills

Ability to multi-task

Attention to detail

Education

NVQ Level 3 or equivalent in business administration

Tools

MS Outlook

MS Word

MS Excel

Healthroster E-Rostering system

Job description

Go back King's College Hospital NHS Foundation Trust

Administrator

The closing date is 01 December 2025

The post holder will be responsible for the provision of an effective administration service to the medical equipment management service (MEMS) and the wider department of Medical Engineering and Physics (MEP). The post holder will support the Service in all aspects of operational administration in accordance with the Trust's policies and procedures.

The post holder will be expected to exercise initiative, prioritisation of conflicting work demands, and to effectively communicate verbally and in writing, with a wide range of internal and external colleagues, exercising tact and diplomacy.

Main duties of the job

General Administration & Communication

Act as the first point of contact for the Medical Engineering and Physics (MEP) department, handling verbal, written, and telephone enquiries in a professional, courteous, and timely manner, using discretion to determine appropriate actions.

About us

The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.

Job responsibilities

General Administration & Communication

Act as the first point of contact for the Medical Engineering and Physics (MEP) department, handling verbal, written, and telephone enquiries in a professional, courteous, and timely manner, using discretion to determine appropriate actions.

Maintain effective communication across the team, ensuring messages are accurately recorded and relayed, and that any required follow‑up actions are completed promptly.

Administer complaints with sensitivity and elevate as necessary.

Use electronic ordering systems to prepare requisitions and place orders for both equipment and repair requests on behalf of technical staff, ensuring accurate recording on the relevant databases.

Liaise with suppliers and technical staff to clarify order details, ensure timely delivery, and resolve disputes, errors, and anomalies with the accounts payable team.

Oversee the receipting and distribution of deliveries to the technical support team, ensuring stock control and efficient repair processes.

Assist with urgent procurement processes for emergency orders to support unexpected clinical requirements.

Manage the processing of supplier invoices ensuring prompt payments and resolving discrepancies with suppliers and relevant Trust departments.

Equipment & Facilities Management

Manage the dispatch of equipment for repair and verify invoices against estimates to correct variations, ensuring minimal disruption to clinical services.

Where necessary, box up and correctly label items for external repair and arrange courier collection.

Raise and track estates and maintenance requests to ensure the departmental building remains operational and well‑maintained.

Conduct bi‑annual driving licence checks for staff who drive Trust fleet vehicles.

Manage fleet‑related responsibilities, including ordering, distributing, and replacing fuel cards, processing invoices, and investigating discrepancies.

Maintain vehicle records, tracking servicing, MOTs, repairs, and recalls.

Ensure the administration office remains in a safe and functional state, complying with health and safety regulations and participating in relevant risk assessments.

Arrange repair or replacement of office equipment as needed.

Staff Support & HR Administration

Maintain accurate leave and sickness records on the Trusts E‑Rostering system within required deadlines.

Circulate and track weekly rostering requests, such as sickness and remote working updates.

Process on‑call, overtime, and special duties payments via the E‑Rostering system.

Manage maternity/paternity leave records to ensure accurate payroll calculations.

Initiate and oversee induction and termination processes for departmental staff, keeping line managers informed as required.

Act as Recruitment Lead/Appointing Manager for departmental recruitment, managing processes from advertisement through to start date.

Supervise and support junior team members and oversee the training of new staff.

Meetings & Documentation

Schedule meetings on behalf of the MEP management team, preparing and circulating relevant documentation.

Collect and publish monthly departmental Key Performance Indicators (KPIs) for discussion at management meetings, ensuring data accuracy.

Attend meetings as required, taking minutes and ensuring timely distribution of action points.

Maintain accurate filing systems for efficient information retrieval.

Produce and update departmental contact lists, email distribution lists, and directories.

Additional Responsibilities

Participate actively in team and departmental meetings.

Work closely with the Associate Directors of Medical Engineering and Physics to address current and forthcoming operational issues.

Manage personal workload efficiently while providing support to other team members as needed.

Governance / Quality Control

Operate as the quality representative for the admin team, attending quality meetings and internal audits and assisting the Associate Directors of Medical Engineering and Physics in the ongoing development of documentation and processes that underpin and develop the role of the administration team within the wider department.

Along with the departmental Quality Manager, be available for accreditation audits carried out against the Central Services team.

Raise change requests in the departmental quality management system relating to the quality documents across all areas of the department as and when required and updating documents.

Education and Training

To develop a clear understanding of the service and the role, developing new skills to improve performance.

To demonstrate an insight into own professional development, contributing to the process of identifying own educational and training needs in conjunction with Service Delivery Manager.

Actively participate in own Individual Performance Review.

General

The post holder has a general duty of care for their own health, safety and wellbeing and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.

• To observe the rules, policies, procedures and standards of King's College Hospital NHS Foundation Trust together with all relevant statutory and professional obligations.
• We want to be an organisation where everyone shares a commitment to delivering the very best care and feels like their contribution is valuable and valued.
• At Kings we are a kind, respectful team:

Kind. We show compassion and understanding and bring a positive attitude to our work

Respectful. We promote equality, are inclusive and honest, speaking up when needed

Team. We support each other, communicate openly, and are reassuringly professional

• To observe and maintain strict confidentiality of personal information relating to patients and staff.
• To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues.
• This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder.
• All employees must hold an 'nhs.net' email account which will be the Trust's formal route for email communication.
• Everyone is responsible for promoting inclusion no matter their role or team. At Kings, we want to create an environment where everyone feels valued, respected and welcomed

Safeguarding

The Trust takes the issues of Safeguarding Children, Adults and addressing Domestic Abuse very seriously. All employees have a responsibility to support the organisation in our duties by;

attending mandatory training on safeguarding children and adults

• familiarising themselves with the Trust's processes for reporting concerns
• reporting any safeguarding child or adult concerns appropriately

Infection Control Statement

The post holder has an important responsibility for and contribution to infection control and must be familiar with the infection control and hygiene procedures and requirements when in clinical areas.

The post holder has an important responsibility for and contribution to make to infection control and must be familiar with the infection control and hygiene requirements of this role.

These requirements are set out in the National Code of Practice on Infection Control and in local policies and procedures which will be made clear during your induction and subsequent refresher training. These standards must be strictly complied with at all times.

Person Specification

Education and Qualification

• NVQ Level 3 or equivalent in a business administration qualification.

Knowledge and Experience

• Substantial administration experience in an NHS setting.
• Good working knowledge of MS Outlook, MS Word, MS Excel, MS TEAMS.
• Experience of using procurement system to a competent level.
• Ability to use the Healthroster E‑Rostering system to a competent level.
• Experience of using recruitment systems.
• Experience of independently monitored quality systems (e.g. ISO 9000, ISO 13485 etc.).

Skills and Competencies

• Excellent communication skill, to a high level both verbally and written, with staff, visitors, customers and patients at all levels and from all sections of society, adapting communication style as necessary.
• Ability to organise, prioritise and manage workload, actively anticipating and forward planning.
• Ability to multi‑task and remain calm under pressure.
• Ability to demonstrate a flexible and highly organised approach with an eye for detail.
• Ability to respond to unexpected issues and provide first line response and to identify appropriate sources of support, whilst remaining calm and professional.
• A team player but also able to work using own initiative sometimes with minimal supervision.

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.

King's College Hospital NHS Foundation Trust

£27,485 to £30,162 a yearper annum, including high cost area