Radiotherapy Receptionist and Planning Coordinator

UCLH (University College London Hospitals NHS Foundation Trust); Greater London; On-site; GBP 34,000 - 37,000; Full time

Benefits offered by this job

Flexible working

Season ticket loan

Employee discounts

Job summary

University College London Hospitals NHS Foundation Trust (UCLH) is looking for a Radiotherapy Receptionist and Planning Coordinator. The role supports the RT department with patient registration, check‑in and data accuracy, using EPIC/ARIA systems, and coordinating transport and interpreters as needed.

As Band 4 staff, you will handle reception duties, clinic administration, and contribute to a positive patient experience while ensuring confidentiality and efficient service delivery across a

Qualifications

• GCSE and A level standard or equivalent.
• Strong IT skills including MS packages.
• Willing to undertake further training.

Responsibilities

• Register patients on EPIC/ARIA and ensure data accuracy.
• Manage patient check-in and provide a warm, professional experience.
• Coordinate transport and interpreters for clinics and appointments.
• Book outpatient appointments and support non-clinical inquiries.
• Maintain confidentiality and support training of new staff.

Skills

Administrative experience

MS Office

Data entry

Customer service

Education

GCSE & A-levels or equivalent

Tools

EPIC system

ARIA system

Care-cast

Job description

Radiotherapy Receptionist and Planning Coordinator

NHS AfC: Band 4

Main area Radiotherapy Grade NHS AfC: Band 4 Contract Permanent Hours Full time - 37.5 hours per week Job ref 309-UCLH-7677-D

Site University College Hospital Town London Salary £34,186 - £37,389 per annum inclusive of HCAS Salary period Yearly Closing 07/10/2026 23:59

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This post offers a unique opportunity to play a key role in the Radiotherapy service at UCLH at an exciting period of its development. The postholder will play a key role in providing a good service to patients. They will be responsible for checking patients in for their appointment, updating them on any delays and outcoming appointments. They will also be responsible for booking interpreters and transport when required.

The department sees about 2000 new patients and administers over 3000 new courses of radiotherapy treatment per year. There are 26 NHS clinical oncologists covering all cancer specialties. The department delivers radiotherapy services for a broad spectrum of cancers which include a wide range of common cancers as well as specialist treatments including a paediatric and adolescent workload, brachytherapy and isotope work, total body irradiation and sarcoma radiotherapy. Many of the patients will be coming in daily for a five-to-six-week period, so they will be able to get to know them, and help them feel at ease within the department. The successful applicant will therefore need to have good communication and customer service skills. This position will also have a strong focus on delivering an excellent patient experience.

Main duties of the job

In this vital front‑of‑house role, you will provide high‑quality administrative and reception support within the Radiotherapy (RT) department, ensuring every patient and their family receives a warm, professional and compassionate service. You will be the first point of contact for those attending treatment, greeting patients courteously, supporting them with check‑in procedures, and helping them feel comfortable and informed throughout their visit.
You will play a key part in maintaining smooth departmental operations—managing patient arrivals on EPIC and ARIA systems, keeping waiting areas organised, coordinating appointments, and communicating effectively with radiographers, nurses, medical staff and the wider multidisciplinary team. Your role will also involve responding to enquiries, offering non‑clinical advice, supporting patients with local information and transport queries, and ensuring any concerns are directed appropriately.

Alongside these patient‑facing responsibilities, you will carry out a range of administrative tasks including telephone handling, stock management, processing post and deliveries, and maintaining departmental resources. You will uphold confidentiality at all times and contribute to a positive team environment, including assisting with the training of new staff and students.

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 p led ged 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.

Summary of Key Responsibilities

Patient Registration & Data Accuracy

• Register patients on EPIC and ARIA, ensuring all information is accurate, consistent, and regularly updated.
• Verify patient details through questionnaires and direct confirmation to maintain high data quality.

Case Notes & Information Management

• Request, retrieve, track, and file medical case-notes using the Care-cast system.
• Maintain organised departmental filing and ensure secure disposal of confidential information in line with Trust policy.
• Locate and print patient test results from EPIC when required.

Transport, Interpreter & Accommodation Coordination

• Arrange patient transport, ensuring correct booking details and promptly communicating any changes.
• Liaise with transport teams and patients to resolve issues and maintain a database of aborted journeys for audit purposes.
• Book interpreters for clinics, support them on arrival, and sign required documentation.
• Facilitate accommodation bookings, liaising with hostel and admissions staff and keeping patients informed of access procedures.

Clinic & Appointment Administration (Within RT Department)

• Record all radiotherapy attendances and outcomes on EPIC to ensure accurate activity reporting and income generation.
• Provide clerking support for outpatient review clinics, including booking appointments, completing attendance forms, and arranging transport or special requirements.
• Deliver reception support for ad‑hoc clinics as needed.

Clinic & Appointment Administration (Outside RT Department)

• Book outpatient appointments on EPIC following treatment episodes, ensuring correct clinic allocation and noting any interpreter or transport needs.
• Arrange appointments with external hospitals by phone and ensure patients receive full details, including appointment letters where required.

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?

Knowledge & Qualifications

• Educated to GCSE and A level standard or equivalent
• Excellent IT skills including good working knowledge of MS packages
• Willing to undertake further training

Experience

• Relevant previous experience of administrative work either within the NHS or in other institutions
• Experience of administration work including emails, scanning and outpatient setting work
• Work experience within cancer services including working with cancer waiting times and patient cancer pathways
• Previous experience of hospital based systems or other in‑house database systems (although training will be given)

Skills & Abilities

• Ability to speak, read and write English clearly
• Ability to demonstrate skills in the use of: Microsoft Word Excel, E-mail / Electronic Diary, Internet/Intranet Access, Scanning and document management, Proven track record of working under pressure to strict deadlines, Ability to prioritise effectively

Communication

• Effective communication skills at all levels both within the Trust and beyond

Personal and People Development

• Experience of working as a team member
• Ability to help and support the team with training and development as needed
• Experience in supervising or managing self

Responsibilities towards promoting Equality Diversity and Inclusion

• Demonstratable understanding of the Equality, Diversity, and Inclusion
• Knowledge of the NHS obligations under the Equality Act 2010 and the Public Sector Equality Duties

Specific Requirements

• Be able to work various shift patterns (between 8am and 8pm) to cover the service need of the department, including some bank holiday work and weekend work when required
• Work on site 5 day a week in the Radiotherapy Department

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.

Name Jessica Cording
Job title RT Admin, Clerical and Bookings Team Manager
Email address [e-mail]
Additional information
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