Job summary
An exciting opportunity has arisen for an administrator - with a passion for making UCLH the best place to work - to join the management administration team at UCLH.
Collaborate closely with Queen Square encompassing approx. 1,000 staff and play a pivotal role in delivering exceptional administrative services. Forge key relationships with the Divisional senior management team, including Divisional Manager, Divisional Clinical Director, Senior Matron, General Managers, Finance Department and Divisional HR Business Partners.
If you're ready to be a driving force in enhancing Queen Square administrative efficiency and contributing to a positive work atmosphere, apply now to embark on this rewarding journey with us.
Main duties of the job
The Divisional Administration Assistant works as part of the administrative team under the supervision of the Office Manager, and performs the following functions:-
- To be responsible for the administration of Honorary Contracts and maintaining associated spreadsheets and databases including communicating clearly, effectively and appropriately with enquiries at all levels.
- Support the management team with diary management, resolution of simple enquiries, seeking additional support or information as required.
- To work under the direction and supervision of the Office Manager, in order to support them in providing administrative assistance to the divisional senior management team.
- Support secretarial duties across Specialist Hospitals
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.
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.
Job description
Job responsibilities
Queen Square
NHNN is an internationally renowned hospital for clinical practice and world-class clinical research in neurosciences. It is also closely associated with the Institute of Neurology (ION). The Royal London Hospital for Integrated Medicine, located next to NHNN, make up the Queen Square campus.
Together, NHNN and ION are regarded as the premier neurosciences centre in the UK. In addition to Neurology and Neurosurgery, the NHNN provides comprehensive services in Neuro-rehabilitation, Neuro-critical care and Neuropsychiatry. The NHNN receives secondary, tertiary and quaternary referrals from across the UK and internationally.
Key Working Relationships
Key working relationships with all members of the Divisions senior management team including and not limited to Divisional Manager, Divisional Clinical Director (and their deputies), r , Senior Matron and Senior Nursing team, General Managers, Finance Department and the Divisional HR Business Partners. Relationships also extend to the Trusts Senior Management Team including the Chief Executives and Medical Directors office and senior management throughout the organisation.
Knowledge and Qualifications
- 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.
- NVQ Level 3 in Business Administration, Customer Service, Healthcare Support Services or equivalent qualification.
- Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection
Experience
- 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
- Previous NHS experience, or experience of working in a healthcare setting.
Skills and Abilities
- Ability to make decisions in a constantly changing environment (e.g. patient facing environment) using judgement to deal with queries or escalate where
- Advanced keyboard skills, and competent use of IT.
- Able to deal with sensitive information with tact, diplomacy and understanding.
Communication
Able to communicate 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 prioritising tasks.
- Able to induct new staff into the department, demonstrating tasks to colleagues.
- Able to work as part of a team, or autonomously in line with standard operating procedures.
Specific Requirements
Flexible approach to shift patterns and location, including flexibility regarding working hours (e.g. early mornings, evenings and weekends).
Job description
Job responsibilities
Queen Square
NHNN is an internationally renowned hospital for clinical practice and world-class clinical research in neurosciences. It is also closely associated with the Institute of Neurology (ION). The Royal London Hospital for Integrated Medicine, located next to NHNN, make up the Queen Square campus.
Together, NHNN and ION are regarded as the premier neurosciences centre in the UK. In addition to Neurology and Neurosurgery, the NHNN provides comprehensive services in Neuro-rehabilitation, Neuro-critical care and Neuropsychiatry. The NHNN receives secondary, tertiary and quaternary referrals from across the UK and internationally.
Key Working Relationships
Key working relationships with all members of the Divisions senior management team including and not limited to Divisional Manager, Divisional Clinical Director (and their deputies), r , Senior Matron and Senior Nursing team, General Managers, Finance Department and the Divisional HR Business Partners. Relationships also extend to the Trusts Senior Management Team including the Chief Executives and Medical Directors office and senior management throughout the organisation.
Knowledge and Qualifications
- 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.
- NVQ Level 3 in Business Administration, Customer Service, Healthcare Support Services or equivalent qualification.
- Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection
Experience
- 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
- Previous NHS experience, or experience of working in a healthcare setting.
Skills and Abilities
- Ability to make decisions in a constantly changing environment (e.g. patient facing environment) using judgement to deal with queries or escalate where
- Advanced keyboard skills, and competent use of IT.
- Able to deal with sensitive information with tact, diplomacy and understanding.
Communication
Able to communicate 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 prioritising tasks.
- Able to induct new staff into the department, demonstrating tasks to colleagues.
- Able to work as part of a team, or autonomously in line with standard operating procedures.
Specific Requirements
Flexible approach to shift patterns and location, including flexibility regarding working hours (e.g. early mornings, evenings and weekends).
Person Specification
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.
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.
Desirable
- Previous NHS experience, or experience of working in a healthcare setting.
Person Specification
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.
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.
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.
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.
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
Queen Square
London
WC1N 3BG
Employer's website
https://www.uclh.nhs.uk (Opens in a new tab)
