Administration Coordinator: Sponsorship Available

University College London Hospitals NHS Foundation Trust

Job summary

We are looking for a compassionate experienced administrator who can work unsupervised, using their own initiative and judgement to prioritise their workload a problem-solver who can navigate the complexities of a healthcare environment with a calm attitude. Flexible and committed team player, you will need excellent communication and interpersonal skills to build effective working relationships.

We welcome candidates from all professional backgrounds, including corporate administration, customer service, retail, hospitality, and the public sector, as well as those with previous NHS experience

This is a dynamic position where you will rotate through various areas, including the Surgical Reception Unit, Pre-assessment Clinic, Theatre Reception, and Grafton Way–all located within the UCLH buildings.This position requires a flexible approach to working hours, with core hours between 6:30am and 5:00pm, depending on the area you are assigned to. Please note, early morning starts from 6:30am are required to fulfil the rota in some areas.

This role is about more than just administrative tasks; it’s about being a vital part of a patient’s healthcare journey. You’ll be the central hub of a busy clinical team, coordinating everything from patient appointments to critical data management. You’ll be the first point of contact for patients who may be anxious or stressed, and your ability to communicate clearly and empathetically will directly impact their experience.

Main duties of the job

You’ll use your sharp problem-solving skills to manage complex inquiries, proactively identify potential issues in patient care, and ensure seamless communication across all teams escalating any complex issues to the line manager. Are you ready to make a difference? Apply now to join a team dedicated to delivering top-quality patient care, excellent education, and world-class research. This is a fantastic opportunity for a highly organised and empathetic individual to join our team. We are looking for an experienced administrator with excellent communication and problem-solving skills who is proactive and can work autonomously while also being a collaborative team player. The ideal candidate will have a proven track record in coordinating care pathways, managing data effectively, and supporting clinical teams in a fast-paced environment. Your ability to supervise and mentor hew starters will be essential to maintaining our high standards. You will be instrumental in ensuring a smooth and efficient service, ultimately contributing to the best possible patient experience.

Person Specification

1.Administrative Knowledge & Qualifications

Essential

  • Educated to GCSE level (or equivalent) Grade C or above in English and Maths, with knowledge of a full range of administrative procedures acquired through training and experience in an administrative environment

2.Customer-Facing & Problem-Solving Experience

Essential

  • Experience working in a customer-facing or non-routine environment, demonstrating initiative, problem-solving, and resolving queries to ensure first-class service delivery.

3.Communication & Sensitivity

Essential

  • Ability to communicate clearly, tactfully, and empathetically with a wide range of patients, carers, and staff, including situations involving anxious patients or potential barriers to understanding

4.Workload Management & Independence

Essential

  • Ability to work independently, manage and prioritise own workload, and use judgment to make decisions or escalate complex issues appropriately in a fast-paced environment.

5.IT Competency & Data Management

Essential

  • Advanced keyboard skills and competent use of IT systems to accurately input, maintain, and process patient pathways and clinic data.

6.Alignment with Trust Values & Flexibility

Essential

  • Demonstrable commitment to UCLH Trust values (Safety, Kindness, Teamwork, Improving) alongside a flexible approach to shift patterns, start times (e.g., 6:30 AM starts), and rotating across different departmental sites.

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).

Closing Date: 25 October 2026

To apply for this job please visit apps.trac.jobs.