Administration Assistant

Job overview

UCLH's Eastman Dental Hospital is looking for an administrative all rounder to join the Restorative Dentistry team. The role involves clear, compassionate communication with the multidisciplinary team, patients and their families, as well as handling various administrative tasks to support clinical care.

Main duties of the job

• Monitor the Letter queue folder in the inbasket, complete follow up activities, format letters and add relevant recipients using the Clinic letter template SOP.
• Answer and manage telephone calls related to the service in a courteous and prompt manner, taking messages and delivering written or verbal information within the timeframe stated in local processes or the patient communication policy.
• Provide patients with appointment details and non clinical advice or guidance concerning their care.
• Resolve simple queries and determine when to refer callers to the clinical team.
• Act as the point of contact for the department or specialty, handling stakeholder queries and forwarding information to the appropriate team members using the Telephone and Email Directory (TED).
• Monitor, triage and respond to e mail queries in the generic inbox, following local processes and the patient communication policy.
• Escalate complex queries, offer reassurance, provide an expected response time and further contact details as required.

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 in an administrative environment.
• Awareness of confidentiality requirements and knowledge of the Data Protection Act.
• NVQ Level 3 in Business Administration, Customer Service, Healthcare Support Services or equivalent qualification.

Experience

• Experience working in a non routine environment, demonstrating the ability to respond to queries and manage unpredictable situations.
• Experience in an administrative environment and knowledge of a comprehensive range of administrative procedures.

Equality, Diversity and Inclusion

UCLH takes equality of opportunity seriously and is committed to being a diverse and inclusive employer. Applications are encouraged from candidates of all backgrounds, cultures, and perspectives.

Visa and Work Eligibility

Applicants must have the right to work in the United Kingdom or meet the eligibility criteria for sponsorship under the Skilled Worker visa route. Candidates who require visa sponsorship will only be considered if all UKVI requirements are met.

Benefits

• Interest free season ticket loan for travel.
• Access to free independent and confidential support.
• Large retail discounts through the staff discount platform.
• Cycle to work scheme.
• On site accommodation options.
• Participation in the Creative Comfort wellbeing programme, including choir, art club and Culture Club.
• Annual Celebrating Excellence Awards and other staff recognition schemes.
• Access to discounts via MyTrustBenefits.co.uk for high street retail, travel deals, and cash back schemes.

Additional Information

Job closing date may close earlier than the listed date. Applicants are advised not to delay submitting their completed application. All correspondence regarding your application will be via email.

Employer Certification / Accreditation

The position involves access to vulnerable people and therefore requires a Disclosure and Barring Service check in accordance with the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) and the Order 2020.