About this role
Job summary
You will be responsible for the performance of the outpatient administration team and will line manage the four members of staff.
You will work alongside our doctors and nurses to support them in the administrative tasks required to carry out the clinical work in the department. You will also be required to have a level of knowledge to explain and guide these colleagues through the several complex administrative pathways we use. You will work closely with the Service Manager to form and progress the strategy of the administration service.
We expect you to be hard working, engaged and supportive towards your colleagues. You will have to learn and practice a number of different administrative functions and to offer feedback and suggestions to improve the service, as well as supporting the team to do the same.
Main duties of the job
o Line management of four Band 4 Administration Co-ordinators, including rota management and recruitmento Responsible for overseeing timely and accurate completion of administration functions such as appointment bookings, clinic letter management, emails, telephone calls and queries from clinical and nursing teamso Chair admin team meetings and provide organisational and administrative support to senior clinical and leadership operational meetingso Responsible for compiling and submitting monthly invoices for our private and corporate travel serviceso To behave in a manner that supports and inspires the more junior members of the teamo The most important skills and qualities are being organised, an excellent communicator, hardworking, a receptive listener, a creative thinker, and a kind person
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.
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.
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.
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 Essential
Expert knowledge of the full range of administrative procedures, acquired through degree or equivalent training and previous experience of working in an administrative environment Knowledge and experience of information systems used for the storage and retrieval of sensitive personal information Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection Act
Experience Essential
Experience of working in a non- routine environment, with demonstrable evidence of problem solving and resolving issues as they arise. Experience of working in a customer facing environment, resolving queries and using initiative to ensure first-class service delivery Experience of supervising a team of staff, OR Experience of project management and change methodology
Desirable
Previous NHS experience, or experience of working in a healthcare setting
Skills and Abilities Essential
Able to analyse and interrogate data and performance information, using experience and judgement to make recommendations on actions Ability to make decisions in a constantly changing environment (e.g. clinic setting) using judgement to deal with queries or escalate where necessary. Advanced keyboard skills, and competent use of IT Able to deal with sensitive information with tact, diplomacy and understanding
Communication Essential
Able to communicate complex or sensitive personal information clearly and sensitively with a wide range of patients, in situations where there may be barriers to understanding (e.g. language difficulties, anxious or distressed patients or relatives)
Personal and People Development Essential
Able to work independently, managing own workload and allocating work appropriately to others. Able to induct new staff into the department, providing training to new colleagues. Able to supervise a team of colleagues, providing day to day management and support, including delegating tasks and work allocation.
Specific Requirements Essential
Flexible approach to shift patterns and location, including flexibility regarding working hours (e.g. early mornings, evenings and weekends)
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 London Hospitals
235 Euston Road
London
NW1 2BU
United Kingdom
Employer's website https://www.uclh.nhs.uk (Opens in a new tab)