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Job summary

Main area
Administration
Grade
NHS AfC: Band 3
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
309-UCLH-6591
Employer
University College London Hospitals NHS Foundation Trust
Employer type
NHS
Site
University College London Hospital
Town
London
Salary
£30,546 - £32,207 Per annum inclusive of HCAS
Salary period
Yearly
Closing
29/07/2025 23:59

Employer heading

University College London Hospitals NHS Foundation Trust logo

Admin Assistant

NHS AfC: Band 3

The use of AI is monitored and if applicants have used it, then they are required to declare this in their supporting statement.

Job overview

The Medical Specialties Division is looking to recruit a full time Administration Assistant to work as part of the Diabetes and Endocrine administration team at University College London Hospital.
The postholder should be proactive and possess excellent communication, good IT skills, and be able to prioritise their workload for them self and others to accommodate changing demands within the team and service.  
You will have key working relationships with all members of the administrative and clinical teams including nursing and medical staff, allied health professionals and support workers. You will act as the first point of contact (verbally and written) in communication with patients, relatives and GPs and other external hospital staff / tertiary referrers. 

Previous experience of working in the NHS is desirable, however experience of working in an office environment is an essential requirement for this role. 

Main duties of the job

The post holder will need to have the ability to manage a busy and varied workload. Excellent communication (written and verbal) and strong interpersonal skills are essential to be successful in the role. 
This is a great opportunity for individuals looking to start a career in administration in the NHS or for those looking for a different challenge already working in the NHS.  You will be well supported in the work environment by an experienced and friendly team.

Working for our organisation

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. 

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? 

Person specification

Knowledge & Qualifications

Essential criteria
  • a. Educated to GCSE level or equivalent, including Grade C or higher in English
Desirable criteria
  • b. NVQ Level 3 in Healthcare, Customer Care of Business Admin or equivalent
  • c. Further secretarial qualification (e.g. AMSPAR)

Experience

Essential criteria
  • a. Demonstrable knowledge of secretarial procedures at a high level of competence acquired through either training or experience
  • b. Proven experience of working in an office or clinical environment
Desirable criteria
  • c. Previous NHS experience

Communication

Essential criteria
  • Able to communicate accurately and effectively with patients and colleagues, verbally and in writing
  • Able to follow instructions and complete assigned tasks.
  • Able to deal with the public in person and on the phone
  • Able to support and reassure patients/carers in distress
  • Understands importance of maintaining confidentiality
  • Understands importance of maintaining confidentiality

Understands importance of maintaining confidentiality

Essential criteria
  • Demonstrates understanding of own role within the team
  • Willing to produce a personal development plan with manager
  • Willing to develop self & undertake in-house study

Health, Safety And Security

Essential criteria
  • Able to report risk issues to manager

Service Improvement

Essential criteria
  • Able to carry out administrative and clerical duties appropriate to the work area
Desirable criteria
  • Able to pass on ideas to manager on improvement of services

Quality

Essential criteria
  • Able to maintain resources efficiently and effectively
  • Able to report problems as they arise and solve them where possible

Equality and Diversity

Essential criteria
  • a. Experience of customer service in a multi-cultural environment
  • b. Knowledge and understanding of the importance of equal opportunities
  • c. Demonstrates understanding of importance of maintaining privacy and dignity

Information processing

Essential criteria
  • a. Competent with software programmes including Microsoft Word, Outlook, Excel and Powerpoint
Desirable criteria
  • b. Experience of working with hospital databases

Information Collection & Analysis

Essential criteria
  • a. Able to perform basic database interrogation as requested
Desirable criteria
  • b. Able to collate simple datasets and present in a logical format

Employer certification / accreditation badges

London Healthy workplaceNo smoking policyLondon Living Wage is a voluntary commitment made by employers, who can become accredited with the Living Wage FoundationPositive about disabled peopleDisability confident employerStonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Ahet Gaygusuz
Job title
Admin Assistant
Email address
[email protected]
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