Job summary
The Women's Health Division are looking to recruit an enthusiastic, proactive, and dynamic administrator to support the Divisional Admin Team Manager, including the Gynaecology and Breast Clinical Leads and other senior staff.
This is a great opportunity to see how services work across the whole division through coordinating patient complaint investigations, seeing where improvements and learning are implemented, working closely with the senior management team, and coordinating governance and guideline meetings.
They will be responsible for delivering a high-quality service responsible for the coordination of governance tasks including patient complaints, minute taking at high-level divisional meetings and a wide range of administrative duties, as well as contribute towards senior level projects, as appropriate. There will also be line management responsibilities. Cross-cover of duties will be required within the team, so flexibility and a "can-do" approach is essential.
Main duties of the job
The Administration Team Leader - including Governance & Complaints, coordinates investigations of patient complaints, adhering to the Trust's complaints process. They will oversee progress of all complaints across the division; this includes Maternity, Neonates, Gynaecology and Breast.
Attention to detail required for recording and tracking complaint investigations and maintaining accurate records. Reports to be compiled and presented as needed. To liaise with the senior team to allocate investigations and to chase responses to meet Trust deadlines. Good communication, tact and diplomacy required as often dealing with sensitive & confidential issues, as well as an eye for detail for proof-reading and formatting responses.
Accurate recording of minutes and action trackers for monthly Governance meetings, working closely with the clinical leads.
An organised and coordinated approach required for Gynaecology Clinical Guidelines, assisting the Guidelines Lead to ensure that actions from monthly meetings are followed up, an accurate library of guidelines is maintained, and revised versions are uploaded to the intranet for clinical staff to access.
To participate in general administration tasks within the team, be a source of information within job remit, and to be able to troubleshoot. Strong administration skills and excellent communication needed.
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
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
At UCLH (University College London Hospitals NHS Foundation Trust) our success starts with you. This is an exciting opportunity to join one of the largest and most successful Foundation Trusts in the UK with an international reputation and a tradition of innovation. UCLH prides itself on its investment in staff both in terms of developing career skills and its commitment to staff health and wellbeing. In the 2021 staff survey, UCLH was rated as number one recommended Trust to work at in London and third best across England.
We provide excellent opportunities and offer a wide range of staff benefits that can be enjoyed either at work or elsewhere. We actively encourage future learning and career progression and support our staff to become the absolute best they can be, in a diverse and challenging environment that embraces patient-centred care.
The post-holder will need to have excellent communication and interpersonal skills, and experience of working in a fast-paced, busy environment at a senior level. The ability to prioritise and organise is essential, as well as being able to work well within a team or on own initiative.
Proficiency in Windows 10 is a requirement with intermediate skills in Outlook, Word, Excel and Powerpoint. Knowledge of Epic would be an advantage, but training can be given.
Candidates must match the essential criteria on the job specification to be considered for this role.
In the event of a high volume of applications being received, the post may close prior to the specified closing date. Please apply as soon as possible if you are interested in the post.
Job responsibilities
- Complaints Coordination
- Minuting & Coordinating Governance Meetings
- Gynaecology Guidelines minuting, coordinating, uploading to intranet
- Administrative support for the team
Please refer to the attached job description for full details of the role, skills and person specification.
Qualifications
- Degree or equivalent professional qualification
- Expert knowledge of a full range of administrative procedures
- Knowledge and experience of information systems used for the storage and retrieval of sensitive personal information
- Awareness of 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 project management and change methodology
- Previous NHS experience, or experience of working in a healthcare setting
Skills
- 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 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
- 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)
Job description
Job responsibilities
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
At UCLH (University College London Hospitals NHS Foundation Trust) our success starts with you. This is an exciting opportunity to join one of the largest and most successful Foundation Trusts in the UK with an international reputation and a tradition of innovation. UCLH prides itself on its investment in staff both in terms of developing career skills and its commitment to staff health and wellbeing. In the 2021 staff survey, UCLH was rated as number one recommended Trust to work at in London and third best across England.
We provide excellent opportunities and offer a wide range of staff benefits that can be enjoyed either at work or elsewhere. We actively encourage future learning and career progression and support our staff to become the absolute best they can be, in a diverse and challenging environment that embraces patient-centred care.
The post-holder will need to have excellent communication and interpersonal skills, and experience of working in a fast-paced, busy environment at a senior level. The ability to prioritise and organise is essential, as well as being able to work well within a team or on own initiative.
Proficiency in Windows 10 is a requirement with intermediate skills in Outlook, Word, Excel and Powerpoint. Knowledge of Epic would be an advantage, but training can be given.
Candidates must match the essential criteria on the job specification to be considered for this role.
In the event of a high volume of applications being received, the post may close prior to the specified closing date. Please apply as soon as possible if you are interested in the post.
Job responsibilities
- Complaints Coordination
- Minuting & Coordinating Governance Meetings
- Gynaecology Guidelines minuting, coordinating, uploading to intranet
- Administrative support for the team
Please refer to the attached job description for full details of the role, skills and person specification.
Qualifications
- Degree or equivalent professional qualification
- Expert knowledge of a full range of administrative procedures
- Knowledge and experience of information systems used for the storage and retrieval of sensitive personal information
- Awareness of 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 project management and change methodology
- Previous NHS experience, or experience of working in a healthcare setting
Skills
- 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 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
- 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)
Person Specification
Knowledge and Qualifications
Essential
- 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
Essential
- 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
Desirable
- Previous NHS experience, or experience of working in a healthcare setting
- Experience of project management and change methodology
Person Specification
Knowledge and Qualifications
Essential
- 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
Essential
- 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
Desirable
- Previous NHS experience, or experience of working in a healthcare setting
- Experience of project management and change methodology
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).
