About this role
Job summary
We are seeking nine full time proactive and compassionate Administrator's to act as a welcoming first point of contact for patients, families and visitors, helping to create a calm, inclusive and supportive environment.
You will deliver excellent customer service while supporting a smooth and efficient patient journey, managing appointments accurately in line with the Northwest London Elective Access Policy and using Trust systems effectively.
You will handle enquiries, carry out data quality checks, proofread documentation and use initiative to resolve day to day issues, keeping patients informed and escalating concerns appropriately. Working flexibly across departments, you will provide reliable reception and administrative support, maintain confidentiality, and uphold data quality standards and Trust values.
The role involves supporting patients from diverse backgrounds through clear, empathetic communication, processing referrals, booking and managing appointments, admissions and procedures, handling cancellations sensitively, arranging additional services and managing referral pathways, including DNAs.
You will also undertake general administrative duties such as handling stock, payments, coding accuracy and Subject Access Requests. You will work independently and as part of a team, contribute to a positive workplace culture, follow policies and procedures, complete mandatory training, support audits and demonstrate flexibility to work evenings and weekends where required.
Main duties of the job
Welcome and assist all patients, families and visitors warmly, creating a calm and reassuring first point of contact for people from diverse cultural, linguistic and social backgrounds. Provide clear, compassionate information and reassurance, recognising that many patients may be anxious, distressed, or attending hospital at a vulnerable point in their lives. Adapt communication to meet differing needs (e.g. limited English, sensory impairments, cognitive or accessibility needs), using interpreters or other support where appropriate. Treat every patient with dignity, respect and sensitivity, ensuring everyone feels valued, included and supported. Handle enquiries and concerns professionally and empathetically, escalating promptly when necessary. Support patients in practical ways, including completing forms, accessing information, updating if clinics are running late and providing clear directions or wayfinding support. Respond courteously and promptly to telephone and email enquiries, ensuring consistent, high-quality service. Maintain confidentiality and adhere to data protection standards in all interactions and record-keeping.
About us
At Imperial College Healthcare you can achieve extraordinary things with extraordinary people, working with leading clinicians pushing boundaries in patient care.
Become part of a vibrant team living our values - expert, kind, collaborative and aspirational. You'll get an experience like no other and will fast forward your career.
Benefits include career development, flexible working and wellbeing, staff recognition scheme. Make use of optional benefits including Cycle to Work, car lease schemes, season ticket loan or membership options for onsite leisure facilities.
We are committed to equal opportunities and improving the working lives of our staff and will consider applications to work flexibly, part time or job share. Please talk to us at interview. .
Job description Job responsibilities
The full job description provides an overview of the key tasks and responsibilities of the role and the person specification outlines the qualifications, skills, experience and knowledge required. For both overviews please view the Job Description attachment with the job advert.
Person Specification
Education Essential
Educated to A-level standard (Level 3) or able to demonstrate equivalent* knowledge, skills and experience gained through work or structured learning Good general standard of education, including English and Maths, or ability to evidence these skills through experience.
Desirable
Customer service training or similar non-clinical qualification.
Experience Essential
Experience in a customer-facing role (e.g. reception, hospitality, retail, call handling or administrative role). Experience of working in a busy environment with competing demands
Desirable
Experience working with people from diverse cultural, social and linguistic backgrounds Experience of working within a healthcare service Experience of using electronic patient record databases and dictation systems.
Skills Essential
Outstanding interpersonal and customer service skills - warm, calm, welcoming and able to put people at ease. Strong communication skills - clear, professional, patient, and able to adapt style to meet the needs of different individuals. Strong digital fluency - confident and efficient digital user, with strong keyboard skills, able to work accurately and independently across multiple systems simultaneously, knowing how to prioritise, validate and reconcile information across different systems (e.g. electronic patient record systems, booking systems, Outlook, Word, Excel, Teams); able to learn and adapt to new systems quickly Accuracy, including numeric accuracy, and attention to detail, especially when entering patient information and managing appointments
Desirable
Ability to communicate in more than one language commonly spoken in north-west London
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Imperial College Healthcare NHS Trust
Address Trust Wide
London
W2 1NY
Employer's website https://www.imperial.nhs.uk/ (Opens in a new tab)