Job summary
We are recruiting two admin assistants (in Dermatology and Rheumatology). We are seeking motivated and enthusiastic people with a keen eye for detail to join our busy administration team.
The post holders should be proactive and have excellent communication, good IT skills, and prioritise workloads for themselves and others to accommodate changing demands within the team and service.
This vacancy has been advertised in accordance with the new NHS pay rate which will take effect from autumn 2024. Please note if your employment starts before the 24/25 pay scales are implemented you will be paid under the 23/24 pay scales and any backpay will be adjusted accordingly. Further information can be found at https://www.nhsemployers.org/articles/pay-scales-202425
Main duties of the job
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.
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.
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:
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.
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
- a.Educated to GCSE level or equivalent, including Grade C or higher in English
Desirable
- b.NVQ Level 3 in Healthcare, Customer Care of Business Admin or equivalent
- c.Further secretarial qualification (e.g. AMSPAR)
Experience
Essential
- 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 environment
Desirable
- c.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
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
- 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
- a.Competent with software programmes including Microsoft Word, Outlook, Excel and Powerpoint
Desirable
- b.Experience of working with hospital databases
Information Collection / Analysis & Specific Requirements
Essential
- Information Collection / Analysis : Able to perform basic database interrogation as requested
- Information Collection / Analysis : Able to collate simple datasets and present in a logical format
- Specific Requirements : Physically capable of office duties, moving notes, collecting post etc.
Person Specification
Knowledge & Qualifications
Essential
- a.Educated to GCSE level or equivalent, including Grade C or higher in English
Desirable
- b.NVQ Level 3 in Healthcare, Customer Care of Business Admin or equivalent
- c.Further secretarial qualification (e.g. AMSPAR)
Experience
Essential
- 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 environment
Desirable
- c.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
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
- 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
- a.Competent with software programmes including Microsoft Word, Outlook, Excel and Powerpoint
Desirable
- b.Experience of working with hospital databases
Information Collection / Analysis & Specific Requirements
Essential
- Information Collection / Analysis : Able to perform basic database interrogation as requested
- Information Collection / Analysis : Able to collate simple datasets and present in a logical format
- Specific Requirements : Physically capable of office duties, moving notes, collecting post etc.
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).
