About this role
Job summary
As Administration Coordinator, you will provide comprehensive administrative support across the Therapeutic Plasma Exchange (PLEX), Long Covid, and Encephalitis services. This is a cross service role requiring excellent organisational skills, strong communication, and the ability to manage competing demands. You will act as a key point of contact for patients, clinicians, and external partners, ensuring that each service runs efficiently with excellent patient experience.
This is an exciting opportunity to be involved to work across three specialist services, ensuring smooth patient logistics, well run MDTs, and efficient day to day administration operations.
This advert may close early due to high numbers of applicants
Main duties of the job
o Oversee all aspects of patient travel and accommodation, including booking hotels, arranging transport, confirming itineraries, and ensuring accessibility or clinical needs are met.
o Supporting the delivery of MDT meetings including agenda preparation, minute taking, circulation of actions, and maintaining accurate MDT records.
o Support clinicians by managing clinic schedules, tracking referrals, updating patient pathways, and ensuring timely communication between departments.
o Handle day to day administrative tasks such as managing shared inboxes, maintaining databases, processing documentation and letters.
o Provide clear, compassionate communication with patients regarding appointments, travel arrangements, and service queries.
o Maintain accurate patient and service records in line with UCLH policies, ensuring confidentiality and compliance with data protection standards.
o Work closely with clinical and nursing leads as well as operational managers to support smooth coordination across PLEX, Long Covid, and Encephalitis pathways.
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.
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
Educated to GCSE level or equivalent, with Grade C or above in English and Maths. Knowledge of the full range of administrative procedures, acquired through training and previous experience of working in an administrative environment. Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection Act.
Desirable
NVQ Level 4 in Business Administration, Customer Service, Healthcare Support Services or equivalent qualification.
Experience Essential
Experience of working in a non-routine environment, with demonstrable evidence of problem solving and resolving issues as they arise (acquired through experience and/or training to Vocational level 4 or equivalent). Experience of working in a customer facing environment, resolving queries and using initiative to ensure first-class service delivery.
Desirable
Previous NHS experience, or experience of working in a healthcare setting.
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 National Hospital for Neurology & Neurosurgery, UCLH
Queen Square
London
WC1N 3BG
United Kingdom
Employer's website https://www.uclh.nhs.uk (Opens in a new tab)