Administration Co-ordinator

Job summary

Administrative processes underpin all of our clinical activity at UCLH, which means our dedicated and enthusiastic patient administration workforce are vital to the delivery of first-class care.

The Admin Coordinator works as part of the administrative team under the supervision of the Administration Team Leader, and performs the following functions:-

• o Provide a high quality medical secretarial service to all medical staff.
• o Produce correspondence for clinical staff in connection with patients attending for treatment at the Hospital.
• o Distribute incoming and outgoing post to appropriate staff on a daily basis.
• o Responsible for the turnaround time of both clinical and non clinical workload to meet Trust guidelines.
• o Respond to enquiries either by phone or in person promptly or efficiently.
• o To provide cross cover for other Medical Secretaries as and when the need arises.
• o To assist in the organisation and prioritising of all workload ensuring the delivery of a time efficient service to all who use the department

Main duties of the job

Communicating clearly and effectively with the multidisciplinary team, patients, and their families, responding to telephone and email correspondence in a timely manner, acting as a point of contact for the department and specialty, and using developed communication skills to deal with stressful situations and patient complaints

Receiving and registering referrals, and booking appointments for patients in line with the Trust's Elective Access Policy, proactively monitoring the patient pathway to identify potential delays, taking part in PTL meetings, and ensuring adequate preparation for clinics or admissions.

Acting as secretariat for specialty meetings, providing diary management and support to the clinical team and supporting them on Trust administrative processes.

Ensuring patient demographic data is correct and that data capture is accurate and timely, proactively identifying trends and taking action to address them, and administering and maintaining all relevant hospital information systems.

Providing supervision to administrative assistants, including delegating tasks and duties, providing training to colleagues, cascading information within the team, and providing cross cover for other administrative staff.

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:

o University College Hospital (incorporating the Elizabeth Garrett Anderson Wing)o National Hospital for Neurology and Neurosurgeryo Royal National ENT and Eastman Dental Hospitalso University College Hospital Grafton Way Buildingo Royal London Hospital for Integrated Medicineo University College Hospital Macmillan Cancer Centreo The Hospital for Tropical Diseaseso 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.