Assistant Admin Coordinator

University College London Hospitals NHS Foundation Trust; Greater London; On-site; GBP 21,000 - 25,000; Full time

Job summary

University College London Hospitals NHS Foundation Trust (UCLH) is seeking an Administration Assistant to join the Gynaecology Team within Women’s Health.

The role focuses on managing patient pathways, calls, emails and EPIC documentation to ensure a high-quality service and patient experience.

Qualifications

• Proven track record of working with waiting time targets in a patient-facing environment.
• Excellent communication, organisational skills and attention to detail.
• Patient-centred approach with NHS team experience; able to work autonomously and in a team.

Responsibilities

• 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
• Providing cross cover during times of leave and heavy workload commitment

Skills

Waiting time targets

Communication

Organisation

Attention to detail

Job description

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.

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).

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.