Specialty Administrative Assistant

NHS; City Of London; On-site; GBP 30,000 - 33,000; Full time

Job summary

A leading healthcare provider is seeking a Specialty Administrative Assistant in London. This role involves coordinating schedules, handling patient queries, and using IT systems to support team processes. The ideal candidate will have strong organisation skills, empathy, and prior experience in a healthcare setting. The position offers a salary of £30,546 to £32,207 per annum.

Qualifications

• Educated to GCSE level or equivalent, with Grade C or above in English and Maths.
• NVQ Level 4 in Business Administration, Customer Service, Healthcare Support Services or equivalent qualification.
• Experience working in a nonroutine environment with problem-solving skills.

Responsibilities

• Coordinate busy schedules and patient appointments with accuracy.
• Act as a first point of contact, handling queries professionally.
• Use IT systems to update records and support team processes.

Skills

Excellent organisation

Attention to detail

IT proficiency

Empathy

Teamwork

Education

GCSE or equivalent in English and Maths

NVQ Level 4 in Business Administration or equivalent

Tools

Keyboard skills

Job description

Go back University College London Hospitals NHS Foundation Trust

Specialty Administrative Assistant

The closing date is 07 October 2025

We are looking for someone who thrives on organisation, problem-solving and supporting others. In this role, you'll be a vital part of a team that helps patients, families and clinicians feel confident and cared for throughout their journey. What matters most here isn't just what you do, but how you do it. If you bring empathy, attention to detail and a passion for delivering excellent service, you'll find this is a place where your contribution is genuinely valued. At UCLH, you'll join a supportive, inclusive and forward-thinking environment where people work together to achieve outstanding results. We'll invest in your growth, welcome your ideas, and give you the chance to be part of a Trust recognised for its innovation, research and patient-centred care.

Main duties of the job

As a Specialty Administrative Assistant, you'll play a key role in keeping services organised and responsive. Your responsibilities will include:

• Coordinating busy schedules and patient appointments with accuracy and efficiency.
• Acting as a first point of contact, handling queries with professionalism and sensitivity.
• Using IT systems confidently to update records, produce documents and support team processes.
• Communicating clearly with patients, families and colleagues, even in challenging situations.
• Staying organised, prioritising tasks and problem-solving when plans change at short notice.

To thrive in this role, you'll need excellent organisation, strong attention to detail, and the ability to stay calm under pressure. Just as importantly, you'll bring empathy, teamwork and a commitment to delivering excellent service to patients and staff alike.

About us

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.

Job 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.

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?

Person Specification

Knowledge and Qualifications

• Educated to GCSE level or equivalent, with Grade C or above in English and Maths.
• NVQ Level 4 in Business Administration, Customer Service, Healthcare Support Services or equivalent qualification.

Experience

• Experience of working in a nonroutine environment, with demonstrable evidence of problem solving and resolving issues as they arise (acquired through experience and/or training to Vocational level 4 or equivalent).
• Experience of working in a customer facing/non facing environment, resolving queries and using initiative to ensure first-class service delivery.
• Previous NHS experience, or experience of working in a healthcare setting.

Skills and Abilities

• Advanced keyboard skills, and competent use of IT.

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.

University College London Hospitals NHS Foundation Trust

£30,546 to £32,207 a year Per annum inclusive of HCAS