Administration Coordinator

2 weeks ago

London, Greater London, United Kingdom University College London Hospitals NHS Foundation Trust Full time
This is an opportunity to join a dynamic and progressive Growth and Development Division at Eastman Dental Hospital. The Division consists of Paediatric Dentistry Department and Orthodontics Department.


We are looking for an enthusiastic, motivated and conscientious person to be part of a busy administrative team providing administrative support to the clinical staff and patients.

The role will support our inpatient and outpatient service, clinic outcome letters production, RTT validation, dealing with queries and other administrative tasks as per the job description.


Applicants should have experience working in an administrative role, working knowledge of Microsoft Office, and experience of working in a health care setting.

However, if you have some of these criteria, and a clear desire to do the job, please apply. You will need to have an attention for detail, exceptional organisational skills and good verbal and written communication skills.

You will be a team player with a flexible approach to work in order to meet the demands of the department.

This position is currently funded till 31 March 2024.


The Administration Coordinator will actively manage the administrative processes attached to patient pathways, ensuring a smooth and efficient service for both the multidisciplinary team and patients, in order to deliver a high quality administration service, a positive patient experience, and excellent customer service.


The post holder will be required to work closely with other members of the administrative team and clinical teams, including managers, administrators, nursing and medical staff, allied health professionals and support workers.

The post holder will be required to liaise with a range of staff internally and externally across the Trust and with partner and external organisations.


Key Results Areas are:

  • Provide an efficient and effective administrative service to a multidisciplinary team.
  • Actively manage administrative processes and coordinate care associated with patient pathways, including validation, bookings and solving queries that arise.
  • Ensure access and quality targets are met, identifying potential delays and escalating this to a team leader or supervisor.
  • Provide patients with a primary point of contact between the multidisciplinary team and their colleagues, patients, relatives and GPs, providing relevant information and assisting with queries.
The Royal National ENT and Eastman Dental Hospitals opened on Huntley Street in October 2019. The hospital treats conditions affecting the ear, nose, throat and mouth including dental, hearing, speech and balance services.


Based in the busy West End of London, we have a lively and vibrant working atmosphere, with quick and easy transport links to all our sites.

Our size and resources enable us to offer a range of attractive benefits as well as unparalleled education and development opportunities for staff at all levels.

This includes an extensive portfolio of academic and clinical courses and programmes ranging from ongoing personal development through to clinical excellence and leadership skills.

UCLH prides itself on its investment in staff both in terms of developing career skills but also its commitment to staff health and wellbeing

Communication and Patient Liaison

  • Communicate clearly, effectively and appropriately with the multidisciplinary team, patients and their family, visitors or carers, and other clinicians involved in the care of the patient, e.g. General Practitioners.
  • Manage and answer telephone calls related to the service in a courteous and prompt manner.
  • Provide patients with information about appointments or non-clinical advice and guidance regarding their care.
  • Resolve complex queries, using analysis, experience and judgement to determine when to pass the caller on to a member of the clinical team, or when to escalate the call to a senior colleague. Where calls are passed on, ensure that the caller is reassured regarding expected response times and has further contact details if necessary.
  • Act as a point of contact for the department or specialty, dealing with queries from stakeholders and passing on relevant information to appropriate team members or departments as required.
correspondence to generic inboxes.

  • Using hospital information systems, produce accurate correspondence for patients, GP's and others involved in care, and ensure its timely dissemination to stakeholders.
  • Deal with stressful situations that may arise when dealing with patients who are anxious or distressed, or where there are barriers to understanding, using tact, diplomacy and empathy at all times and in line with Trust values.
  • Use developed communication skills in order to deal with patient concerns or complaints with empathy and understanding, finding a solution that assures the patient.
Coordinating Care

  • Responsible for the administrative work within a designated specialty or department.
  • Receive

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