Administration Assistant | University College London Hospitals NHS Foundation Trust - ref. f1440215
Administrative processes underpin all of our clinical activity at UCLH, which means our dedicated and enthusiastic patient administration workforces are vital to the delivery first-class care. We offer patient administration roles in front of house areas, on our wards, in contact centres and supporting our clinical teams.
The Administration Assistant will work as part of an administrative team, to support the multidisciplinary clinical and administrative teams to provide a high quality administration service, a positive patient experience and the highest levels of customer service.This post has no supervisory responsibilities.
The post holder will be required to work closely with administration colleagues across patient administration departments, clinicians, medical records, divisional colleagues, patients, carers and the general public
Data and Systems responsibilities Input and access information on hospital information systems as required. Ability to use patient databases, inputting data and editing entries as required. Record and capture patient information appropriately and in line with Standard Operating Procedures.Ensure patient demographics are correct by checking with the patient at every encounter, highlighting any duplicate records and escalating to the supervisor.
Communicate clearly, effectively and compassionately with the multidisciplinary team, patients and their family, visitors or carers, in line with the Trust’s values. Manage and answer telephone calls related to the service in a courteous and prompt manner, taking telephone messages and passing on written or verbal information to patients.
Resolve simple queries, using judgement to determine when to pass the caller on to a member of the clinical team. Act as a point of contact for the department or specialty, dealing with queries from stakeholders and passing on relevant information to appropriate team members as required.
Receive and respond to e-mail queries, monitoring, managing and triaging email correspondence to generic inboxes. Escalate more complex queries, providing reassurance, an expected response time, and further contact details as appropriate.
Pathway Administration
Conduct reminder calls to patients, rearranging appointments where necessary in order to prevent non-attendances. Input clinical correspondence onto hospital databases. Sending correspondence to patients, GPs, or others involved in the care of a patient, in a timely manner.Process and register referrals, booking outpatient appointments as required and in line with the Trust’s Elective Access Policy. Booking diagnostic tests, or elective admissions, as directed and in line with the Trust’s Elective Access Policy.
Collate required patient information at the request of clinical teams.
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,gastrointestinaland oral disease. It has world class support services including critical care, imaging, nuclearmedicineandpathology.
Weare 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.
For the full Person Specification and more informationregardingthe main responsibilities of this role, please refer to the attached Job Description.
General responsibilities
Carry out general office duties such as photocopying, scanning and filing. Handle incoming and outgoing mail in a timely manner. Ensure office protocols are adhered to, for example telephone answering times and voicemail or mailbox cover. Ensure adequate stock levels are maintained, reporting low stock levels to the supervisor.Report any faults with equipment or the environment to the relevant department promptly, and as appropriate. Adhere to the Trust’s Dress Code policy, and ensure a smart and professional appearance at all times. Work flexibly to cover all administrative areas as requested by the supervisor, including covering colleagues or periods of absence where appropriate and within the scope of capabilities.
Other
The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the post holder. You will be expected to actively participate in annual appraisals and set objectives in conjunction with your manager.Performance will be monitored against set objectives.
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 – for the second year running! : University College London Hospitals NHS Foundation Trust- In the most recentNHS staff surveyUCLH 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 second year in a row.
UCLH top trust to work at in England – for the second year running! University College London Hospitals NHS Foundation Trust.
Once again, UCLH has received the highest score of all general acute and acute/community NHS trusts in England for staff that would recommend us as a place to work.
To discover more about what makes UCLHa great placetowork, visit:Why Choose UCLH?
This advert closes on Sunday 16 Mar 2025