Main area Infectious Diseases Grade NHS AfC: Band 5 Contract Fixed term: 12 months (secondment cover) Hours Full time - 37.5 hours per week Job ref 309-UCLH-6115
Site UCLH Town London Salary £35,964 - £43,780 per annum inclusive of HCAS Salary period Yearly Closing 06/04/2025 23:59
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
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
1. Line management of four Band 4 Administration Co-ordinators, including rota management and recruitment
2. 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 teams
3. Chair admin team meetings and provide organisational and administrative support to senior clinical and leadership operational meetings
4. Responsible for compiling and submitting monthly invoices for our private and corporate travel services
5. To behave in a manner that supports and inspires the more junior members of the team
6. The most important skills and qualities are being organised, an excellent communicator, hardworking, a receptive listener, a creative thinker, and a kind person
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.
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.
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.
We are a small but complex department, covering many different aspects of infectious diseases and tropical medicine. We operate an outpatient clinic as well as an emergency walk-in service, antibiotic infusion service, and pre-travel clinic.
We have spent many years building a tight-knit, friendly, welcoming, and warm environment to work in. As we are relatively small everybody gets to know each other which creates an open, informal and safe working culture. We believe people should enjoy their work and have fun, as well as working hard to provide a top class service.
We have an ongoing process to improve our staff’s working lives and regularly seek feedback from everyone as how to achieve this.
Person specification
Knowledge and Qualifications
* 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
* 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.
* Previous NHS experience, or experience of working in a healthcare setting
Skills and Abilities
* 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
* 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
* 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.
Responsibilities towards promoting Equality Diversity and Inclusion
* Demonstratable understanding of the Equality, Diversity, and Inclusion and/or knowledge of the NHS obligations under the Equality Act 2010 and the Public Sector Equality Duties.
Specific Requirements
* Flexible approach to shift patterns and location, including flexibility regarding working hours (e.g. early mornings, evenings and weekends).
At UCLH, we have a real ‘One Team’ ethos, and our values – safety, kindness, teamwork and improving, are central to the way we work. This is supported by our staff, who voted us as the #1 NHS Acute Trust to work for in the whole of England.
At UCLH we take equality of opportunity seriously and are committed to being a diverse and inclusive employer, with a culture that creates a real sense of belonging and trust. It is our fundamental aim, to recruit, retain and promote a diverse mix of people who are representative of our local communities. Applications are encouraged from candidates of all backgrounds, cultures, and perspectives to support our world class research, innovation and creativity.
UCLH recognises the benefits of flexible working for staff and has a dedicated policy which allows staff to apply for flexible working right from the beginning of employment. For more information please go to: https://www.uclh.nhs.uk/work-with-us/why-choose-uclh/flexible-working.
We offer our permanent staff an interest free season ticket loan for travel, all our staff have access to free independent and confidential support, large retail discounts, a staff discount platform, cycle to work scheme and on-site accommodation to name a few.
This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.
Please note that all correspondence regarding your application will be via email. The emails will be sent to you via TRAC.jobs and not via NHS Jobs, we encourage you to check your inbox regularly.
Please note that if you have not heard from us within 3 weeks of the closing date of the advert to assume that you have not been shortlisted on this occasion.
The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
Employer certification / accreditation badges
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.
Name Isobel Bond Job title Service Manager Email address Isobel.bond1@nhs.net Additional information
If you have any questions about the role and would like an informal discussion, please contact the Service Manager at Isobel.bond1@nhs.net
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