Job overview

An exciting opportunity has arisen for a proactive, enthusiastic, and focused Administration Assistant to join the Gynaecology Team in Women’s Health. To be successful, the post-holder will need to have a proven track record of working with waiting time targets and in a patient facing environment. You will be a team player with excellent communication, organisational skills and attention to details drive and desire to improve the patient experience. The ideal candidate will have a patient centred approach and experience of working within a busy NHS team, self-motivating and able to work autonomously as well as part of a team.

For more information regarding the role please contact: luka.timotijevic1@nhs.net

Main duties of the job

The Administration Assistant will actively manage the administrative processes attached to patient pathways, ensuring a smooth and efficient service for both the multidisciplinary team and patients, in order to deliver a high-quality administration service, a positive patient experience, and excellent customer service. Key responsibilities of the role include, but are not limited to:

• Handling incoming calls and completing any required follow-up actions
• Making outbound calls to patients, GPs, and other healthcare professionals as needed
• Managing and responding to emails within the shared mailbox
• Processing patient advice requests via EPIC
• Uploading relevant documentation to EPIC in a timely manner
• Scheduling, cancelling, and rescheduling appointments in line with patient needs and national targets
• Ensuring appointment reminder calls are carried out
• Managing incoming and outgoing post efficiently
• Monitoring and actioning work queues They will also be expected to provide cross cover during times of leave and heavy workload commitment. This is 12 months fixed term, full time role (37.5 hours per week). The successful applicant will be self-motivated, have excellent interpersonal skills and be patient focused.

Detailed job description and main 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?

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Person specification:

Experience

Essential

• Experience of working in a non-routine environment, with demonstrable evidence of being able to respond to queries and deal with unpredictable situations as they arise (acquired through experience and/or training to Vocational level 3 or equivalent).
• Experience of working in an administrative environment, with knowledge of a comprehensive range of administrative procedures.

Knowledge and Qualifications

Essential

• Educated to GCSE level or equivalent, with Grade C or above in English and Maths.
• Knowledge of administrative procedures, acquired through training and/or 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 3 in Business Administration, Customer Service, Healthcare Support Services or equivalent qualification.