Administration Coordinator

Job overview

The Children and Young People’s Division are looking to recruit a Band 4 Admission Coordinator.

We are seeking an enthusiastic and bright individual who enjoys working in a busy, friendly, multi-disciplinary team environment to support us in the delivery of a quality service. You will work collaboratively to provide full administrative services to our Children and Young Person’s Division at University College London Hospital. This is a permanent full-time role with working hours of 37.5 hours a week, predominantly on site at 250 Euston Road.

The successful candidate must have excellent customer service and communication skills, a high degree of empathy, diplomacy, and integrity. You will be required to demonstrate sensitivity; an awareness of patients’ needs and a commitment to improving patient experience. Some of the main duties of this role include but not limited to, ensuring appointment call/email reminders to reach to diabetes patients and families, addressing patient queries via email/phone, assisting clinical team’s clinic template setup and adjustment, appointment booking and rescheduling, and work queue monitoring.

As a member of our team, you will have high personal and professional standards and will seek to support those around you to deliver high-quality services. The role will predominantly be in the Diabetes team (led by Dr, Billy White, Rebecca Martin and Francesca Annan).

Main duties of the job

This team supports Children and Young People living with diabetes from birth through to 19 years old. The service is one of the largest in England. Our current service has an excellent reputation, with some of the best clinical and patient reported outcomes nationally. We have a large catchment across London and Southeast England where patients/families have chosen to transfer their care to us. Some examples of the post holders responsibilities are:  •    Uploading to epic •    Call reminders •    Booking interpreters •    Checking post  •    Booking appointments •    Cancelling and rescheduling appointments  •    Validate waiting lists •    Attending MDTs

The post holder will play a key role in supporting busy clinical teams and ensuring children, young people and their families receive a high-quality, seamless experience. They will act as a central point of contact, coordinating patient pathways from referral through to treatment, managing appointments, handling queries, and ensuring information is accurate and up to date across Trust systems. The role requires someone who is highly organised, proactive and able to manage competing priorities in a fast-paced healthcare environment. You will use your initiative and problem-solving skills to anticipate issues, resolve queries efficiently and escalate where appropriate, helping the service meet key targets and maintain smooth day-to-day operations.

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.

Strong communication and interpersonal skills are essential, as you will regularly liaise with patients, families and a wide range of healthcare professionals, often providing reassurance and clear guidance in sensitive or complex situations. You should be confident using IT systems and databases, with a keen eye for detail to maintain high standards of data quality and confidentiality. We are looking for a team player who is adaptable, collaborative and committed to delivering excellent customer service, while also being able to work independently and take ownership of their workload. A positive, flexible approach and a genuine interest in supporting children and young people’s services will be key to success in this role.

Come and be a part of the best NHS trust in England to work for, according to our staff*

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