Job overview
UCLH's specialty dental hospital, the Eastman Dental Hospital, is looking for an enthusiastic, innovative, and motivated individual, to join their team as an administrative all-rounder, working as part of the Restorative Dentistry team.
Communicate clearly, effectively and compassionately with the multidisciplinary team, patients and their family, visitors or carers, and other clinicians involved in the care of the patient in line with the Trust’s values. This will include communication via emails, telephone and Mycare and complying with the patient communication policy.
Proactively monitor the folders in inbasket and secure chat and complete follow up action in a timely manner in line with the Patient Communications policy and local processes using relevant SOPs to follow the correct process.
Main duties of the job
Monitor the Letter queue folder within the inbasket regularly and complete follow up activities as such formatting, adding in relevant recipients and any other actions requested by clinical staff in the comment sections using the Clinic letter template SOP.
Manage and answer telephone calls related to the service in a courteous and prompt manner, taking telephone messages and passing on written or verbal information to patients within the timeframe stated in local processes or the patient communication policy
Provide patients with information about appointments or non-clinical advice and guidance regarding their care.
Resolve simple queries, using judgement to determine when to pass the caller on to a member of the clinical team.
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 as required using the Telephone and Email Directory (TED) to identify the relevant team’s contact details
Receive and respond to e-mail queries, monitoring, managing and triaging email correspondence to generic inboxes as stated in the local processes and the patient communication policy.
Escalate more complex queries, providing reassurance, an expected response time, and further contact details as appropriate.
Detailed job description and main responsibilities
For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.
Please note, due to anticipated high volumes of applications, this vacancy may close earlier than the listed closing date. You are advised not to delay submitting your completed application
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.
To discover more about what makes UCLH a great place to work, visit: Why Choose UCLH?
Person specification
Experience
Essential
- Experience of working in a non-routine environment, with demonstrable evidence of being able to respond to queries and deal with unpredictable situations as they arise (acquired through experience and/or training to Vocational level 3 or equivalent).
- Experience of working in an administrative environment, with knowledge of a comprehensive range of administrative procedures.
Knowledge and Qualifications
Essential
- 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 of working in an administrative environment.
- Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection Act.
Desirable
- NVQ Level 3 in Business Administration, Customer Service, Healthcare Support Services or equivalent qualification.
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Applying for this NHS job
This advert is for Administration Assistant with University College London Hospitals NHS Foundation Trust in London, London, England. It is listed as a Band 3 Administrative and IT role. The advertised salary is £31,554 - £33,270 Per annum inclusive of HCAS. The contract type is Permanent. The application deadline is 25 Jun 2026.
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