About this role
Job summary
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.
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 academicallyledacute 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.
Job description Job 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 casenotes using the Carecast 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 adhoc 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?
Person Specification
Knowledge & Qualifications Essential
Educated to GCSE and A level standard or equivalent Excellent IT skills including good working knowledge of MS packages
Desirable
Willing to undertake further training
Experience Essential
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
Desirable
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 Essential
Ability to speak, read and write English clearly To demonstrate skills in the use of: oMicrosoft Word Excel oE-mail / Electronic Diary oInternet/Intranet Access oScanning and document management oProven track record of working under pressure to strict deadlines. oAbility to prioritise effectively
Communication Essential
Effective communication skills at all levels both within the Trust and beyond
Personal and People Development Essential
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 Essential
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 Essential
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
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 University College London Hospitals NHS Foundation Trust
Address University College Hospital
235 Euston Road
London
NW1 2BU
United Kingdom
Employer's website https://www.uclh.nhs.uk (Opens in a new tab)