Assistant Admin Coordinator

UCLH (University College London Hospitals NHS Foundation Trust); Greater London; On-site; GBP 32,000 - 33,000; Full time

Benefits offered by this job

Season ticket loan (travel)

Staff discounts

Cycle to work scheme

On-site accommodation

Job summary

University College London Hospitals NHS Foundation Trust (UCLH) is advertising an Administration Assistant within the Gynaecology Team in Women’s Health. The role focuses on patient pathways, waiting time targets, and delivering a high standard of administrative support to the multidisciplinary team.

The successful candidate will be self-motivated, have excellent communication and organisational skills, and be able to work autonomously as well as within a team, in a busy NHS environment.

Qualifications

• Educated to GCSE level or equivalent, with Grade C or above in English and Maths.
• NVQ Level 3 in Business Administration, Customer Service, Healthcare Support Services or equivalent qualification.

Responsibilities

• Handle incoming calls and complete follow-up actions.
• Make outbound calls to patients, GPs and other healthcare professionals as needed.
• Manage and respond to emails within the shared mailbox.
• Process patient advice requests via EPIC.
• Upload relevant documentation to EPIC in a timely manner.
• Schedule, cancel, and reschedule appointments in line with patient needs and national targets.
• Ensure appointment reminder calls are carried out.
• Manage incoming and outgoing post efficiently.
• Monitor and action work queues.

Skills

Communication

Organisational skills

Attention to detail

Teamwork

Education

GCSE English and Maths

NVQ Level 3 in Business Administration

Tools

EPIC

Job description

Main area Women's Health Grade NHS AfC: Band 3 Contract Fixed term: 12 months (Secondment Cover) Hours Full time - 37.5 hours per week Job ref 309-UCLH-8214699-A

Site University College London Hospitals Town London Salary £31,554 - £33,270 Per annum inclusive of HCAS Salary period Yearly Closing 31/08/2026 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.

Job overview

An exciting opportunity has arisen for a proactive, enthusiastic, and focused Administration Assistant to join the Gynaecology Team in Women’s Health.

To be successful, the post-holder will need to have a proven track record of working with waiting time targets and in a patient facing environment. You will be a team player with excellent communication, organisational skills and attention to details drive and desire to improve the patient experience.

The ideal candidate will have a patient centred approach and experience of working within a busy NHS team, self-motivating and able to work autonomously as well as part of a team.

Main duties of the job

The Administration Assistant will actively manage the administrative processes attached to patient pathways, ensuring a smooth and efficient service for both the multidisciplinary team and patients, in order to deliver a high-quality administration service, a positive patient experience, and excellent customer service.

Key responsibilities of the role include, but are not limited to:

• Handling incoming calls and completing any required follow-up actions
• Making outbound calls to patients, GPs, and other healthcare professionals as needed
• Managing and responding to emails within the shared mailbox
• Processing patient advice requests via EPIC
• Uploading relevant documentation to EPIC in a timely manner
• Scheduling, cancelling, and rescheduling appointments in line with patient needs and national targets
• Ensuring appointment reminder calls are carried out
• Managing incoming and outgoing post efficiently
• Monitoring and actioning work queues

They will also be expected to provide cross cover during times of leave and heavy workload commitment.

This is 12 months fixed term, full time role (37.5 hours per week).

The successful applicant will be self-motivated, have excellent interpersonal skills and be patient focused.

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.

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.

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.

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

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

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.