Job summary We are seeking a motivated and enthusiastic person with a keen eye for detail to join our Rheumatology Administration Team, primarily based in the Infusion Clinic. Acting as a first point of contact for patients attending the department you will be checking patients in for their infusions, dealing with associated queries and working amongst a team delivering a high level of customer service. You will ensure patients are booked for follow up infusions and ensure waiting list is up to date and reviewed daily. Main duties of the job The successful applicant should be proactive and have excellent communication, good IT skills, be able to use initiative, and prioritise workloads for themselves and others to accommodate changing demands within the team and Rheumatology Service. They 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. They will act as the first point of contact (in phone and in person) in communication with patients, relatives and GPs and other external hospital staff / tertiary referrers. This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application 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. Date posted 28 October 2024 Pay scheme Agenda for change Band Band 3 Salary £29,485 to £31,088 a year Per Annum Inclusive of HCAS Contract Permanent Working pattern Full-time Reference number 309-UCLH-5355 Job locations University College London Hospital 235 Euston Road London NW1 2BU 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 for the second year running : University College London Hospitals NHS Foundation Trust 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 second year in a row. UCLH top trust to work at in England for the second year running University College London Hospitals NHS Foundation Trust. Once again, UCLH has received the highest score of all general acute and acute/community NHS trusts in England for staff that would recommend us as a place to work. 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 for the second year running : University College London Hospitals NHS Foundation Trust 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 second year in a row. UCLH top trust to work at in England for the second year running University College London Hospitals NHS Foundation Trust. Once again, UCLH has received the highest score of all general acute and acute/community NHS trusts in England for staff that would recommend us as a place to work. Person Specification Knowledge & Qualifications Essential Educated to GCSE level or equivalent, including Grade C or higher in English Desirable NVQ Level 3 in Healthcare, Customer Care of Business Admin or equivalent Further secretarial qualification (e.g. AMSPAR) Experience Essential Demonstrable knowledge of secretarial procedures at a high level of competence acquired through either training or experience Proven experience of working in an office or clinical environment Desirable Previous NHS experience Communication Essential 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 Good team worker Personal And People Development Essential 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 Physically capable of office duties, moving notes, collecting post etc. Health, Safety And Security Essential Able to report risk issues to manager Service Improvement Essential Able to carry out administrative and clerical duties appropriate to the work area Desirable Able to pass on ideas to manager on improvement of services Quality Essential Able to maintain resources efficiently and effectively Able to report problems as they arise and solve them where possible Equality and Diversity Essential Experience of customer service in a multi-cultural environment Knowledge and understanding of the importance of equal opportunities Demonstrates understanding of importance of maintaining privacy and dignity Information processing Essential Competent with software programmes including Microsoft Word, Outlook, Excel and Powerpoint Desirable Experience of working with hospital databases Information Collection & Analysis Essential Able to perform basic database interrogation as requested Desirable Able to collate simple datasets and present in a logical format Person Specification Knowledge & Qualifications Essential Educated to GCSE level or equivalent, including Grade C or higher in English Desirable NVQ Level 3 in Healthcare, Customer Care of Business Admin or equivalent Further secretarial qualification (e.g. AMSPAR) Experience Essential Demonstrable knowledge of secretarial procedures at a high level of competence acquired through either training or experience Proven experience of working in an office or clinical environment Desirable Previous NHS experience Communication Essential 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 Good team worker Personal And People Development Essential 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 Physically capable of office duties, moving notes, collecting post etc. Health, Safety And Security Essential Able to report risk issues to manager Service Improvement Essential Able to carry out administrative and clerical duties appropriate to the work area Desirable Able to pass on ideas to manager on improvement of services Quality Essential Able to maintain resources efficiently and effectively Able to report problems as they arise and solve them where possible Equality and Diversity Essential Experience of customer service in a multi-cultural environment Knowledge and understanding of the importance of equal opportunities Demonstrates understanding of importance of maintaining privacy and dignity Information processing Essential Competent with software programmes including Microsoft Word, Outlook, Excel and Powerpoint Desirable Experience of working with hospital databases Information Collection & Analysis Essential Able to perform basic database interrogation as requested Desirable Able to collate simple datasets and present in a logical format 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). Additional information 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 Hospital 235 Euston Road London NW1 2BU Employer's website https://www.uclh.nhs.uk (Opens in a new tab)