Administrator

Job Advert Skip to main content

document.body.className = ((document.body.className) ? document.body.className + ' js-enabled' : 'js-enabled');

Cookies on NHS Jobs

We've put some small files called cookies on your device to help us make improvements to our site.

To improve our site we'd also like to use cookies which will send information to Google Analytics. You can read more about our cookies before you choose.

Accept analytics cookies Do not accept analytics cookies

Jobs

Menu

• Sign in
• Create an account

• English
• Cymraeg

Menu Close menu

• Search
• Sign in
• Create an account
• Display in Welsh (Cymraeg)

• Search
• Sign in
• Create an account
• Display in Welsh (Cymraeg)

BETA Your feedback will help us to improve this service.

Imperial College Healthcare NHS Trust Administrator

The closing date is 02 November 2026

Apply for this job

Job summary

We are looking for a friendly, organised and customer-focused Administrator to join our Theatres, Anaesthetics, Pain Services and Pre-Assessment team. This is a rewarding role at the heart of patient care, where you will help ensure patients receive a seamless experience throughout their healthcare journey.

As the first point of contact for many patients, families and visitors, you will play a key role in creating a welcoming, professional and inclusive environment. You will support patient pathways by managing appointments, coordinating admissions and procedures, maintaining accurate records, and responding to enquiries with empathy and efficiency. Your work will directly contribute to delivering timely care and an outstanding patient experience.

This role offers the opportunity to work closely with clinical, operational and administrative colleagues across a range of specialties and hospital sites. We are looking for someone who enjoys helping people, thrives in a busy environment, and takes pride in delivering excellent customer service while maintaining high standards of accuracy and professionalism.

Main duties of the job

• Provide a professional and customer-focused service to patients, carers, visitors and colleagues, acting as a key point of contact for the department.
• Coordinate patient appointments, admissions and procedures, ensuring bookings are managed accurately and in line with Trust policies.
• Maintain accurate patient records on Trust systems, ensuring high standards of data quality and confidentiality.
• Respond to telephone, email and face-to-face enquiries, resolving routine issues and escalating concerns where appropriate.
• Manage correspondence, documentation and administrative processes, ensuring tasks are completed accurately and within agreed timescales.
• Liaise with clinical and administrative teams to support the smooth running of services and timely patient care.
• Monitor and track patient pathways, highlighting delays or potential breaches to relevant staff.
• Support the preparation of reports, audits and service performance information as required.
• Maintain office systems, order supplies and undertake general administrative duties to ensure efficient service delivery.
• Provide cross-cover for colleagues during periods of absence and contribute positively to team objectives.
• Participate in training, service improvement activities and other duties appropriate to the role.

About us

At Imperial College Healthcare you can achieve extraordinary things with extraordinary people, working with leading clinicians pushing boundaries in patient care.

Become part of a vibrant team living our values - expert, kind, collaborative and aspirational. You'll get an experience like no other and will fast forward your career.

Benefits include career development, flexible working and wellbeing, staff recognition scheme. Make use of optional benefits including Cycle to Work, car lease schemes, season ticket loan or membership options for onsite leisure facilities.

We are committed to equal opportunities and improving the working lives of our staff and will consider applications to work flexibly, part time or job share. Please talk tous at interview.

Details

Date posted

28 October 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£31,554 to £33,270 a year pa inclusive

Contract

Permanent

Working pattern

Full-time

Reference number

290-SCCS-2404

Job locations

Cross site

Charing Corss Hospital

London

W2 1NY

United Kingdom

Job description

Job responsibilities

The full job description provides an overview of the key tasks and responsibilities of the role and the person specification outlines the qualifications, skills, experience and knowledge required.

For both overviewsplease view the Job Description attachment with the job advert.

Job description

Job responsibilities

The full job description provides an overview of the key tasks and responsibilities of the role and the person specification outlines the qualifications, skills, experience and knowledge required.

For both overviewsplease view the Job Description attachment with the job advert.

Person Specification

Education/ Qualifications

Essential

• Educated to A-level standard (Level 3) or able to demonstrate equivalent* knowledge, skills and experience gained through work or structured learning.
• Good general standard of education, including English and Maths, or ability to evidence these skills through experience.

Desirable

• Customer service training or similar non-clinical qualification.

Experience

Essential

• Experience in a customer facing role (e.g. reception, hospitality, retail, call handling or administrative role).
• Experience of working in a busy environment with competing demands.

Desirable

• Experience working with people from diverse cultural, social and linguistic backgrounds.
• Experience of working within a healthcare service.
• Experience of using electronic patient record databases and dictation systems.

Skills/ Abilities

Essential

• Outstanding interpersonal and customer service skills - warm, calm, welcoming and able to put people at ease.
• Strong communication skills - clear, professional, patient, and able to adapt style to meet the needs of different individuals.
• Strong digital fluency - confident and efficient digital user, with strong keyboard skills, able to work accurately and independently across multiple systems simultaneously, knowing how to prioritise, validate and reconcile information across different systems (e.g. electronic patient record systems, booking systems, Outlook, Word, Excel, Teams); able to learn and adapt to new systems quickly.
• Problem-solving and initiative - able to identify issues (e.g. missed bookings, distressed patients, wayfinding problems) and take appropriate action or escalate.
• Ability to stay composed under pressure and manage queues, difficult conversations or conflicting priorities.

Desirable

• Ability to communicate in more than one language commonly spoken in north west London.

Values and Behaviours

Essential

• Compassionate and inclusive - treats every patient, family member and colleague with kindness and respect.
• Culturally aware and adaptable - sensitive to different languages, backgrounds, beliefs and needs.
• Positive, proactive and "can-do" - looks for solutions, not obstacles
• Team-oriented - supports colleagues, shares information, steps in to help during busy periods.
• Reliable and responsible - punctual, trustworthy and takes ownership for delivering a high quality service.

Person Specification

Education/ Qualifications

Essential

• Educated to A-level standard (Level 3) or able to demonstrate equivalent* knowledge, skills and experience gained through work or structured learning.
• Good general standard of education, including English and Maths, or ability to evidence these skills through experience.

Desirable

• Customer service training or similar non-clinical qualification.

Experience

Essential

• Experience in a customer facing role (e.g. reception, hospitality, retail, call handling or administrative role).
• Experience of working in a busy environment with competing demands.

Desirable

• Experience working with people from diverse cultural, social and linguistic backgrounds.
• Experience of working within a healthcare service.
• Experience of using electronic patient record databases and dictation systems.

Skills/ Abilities

Essential

• Outstanding interpersonal and customer service skills - warm, calm, welcoming and able to put people at ease.
• Strong communication skills - clear, professional, patient, and able to adapt style to meet the needs of different individuals.
• Strong digital fluency - confident and efficient digital user, with strong keyboard skills, able to work accurately and independently across multiple systems simultaneously, knowing how to prioritise, validate and reconcile information across different systems (e.g. electronic patient record systems, booking systems, Outlook, Word, Excel, Teams); able to learn and adapt to new systems quickly.
• Problem-solving and initiative - able to identify issues (e.g. missed bookings, distressed patients, wayfinding problems) and take appropriate action or escalate.
• Ability to stay composed under pressure and manage queues, difficult conversations or conflicting priorities.

Desirable

• Ability to communicate in more than one language commonly spoken in north west London.

Values and Behaviours

Essential

• Compassionate and inclusive - treats every patient, family member and colleague with kindness and respect.
• Culturally aware and adaptable - sensitive to different languages, backgrounds, beliefs and needs.
• Positive, proactive and "can-do" - looks for solutions, not obstacles
• Team-oriented - supports colleagues, shares information, steps in to help during busy periods.
• Reliable and responsible - punctual, trustworthy and takes ownership for delivering a high quality service.

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).

Additional information

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).

Employer details

Employer name

Imperial College Healthcare NHS Trust

Address

Cross site

Charing Corss Hospital

London

W2 1NY

United Kingdom

Employer's website

https://www.imperial.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Imperial College Healthcare NHS Trust

Address

Cross site

Charing Corss Hospital

London

W2 1NY

United Kingdom

Employer's website

https://www.imperial.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Business Manager

Alexandra Boye

[email protected]

02033113311

Details

Date posted

28 October 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£31,554 to £33,270 a year pa inclusive

Contract

Permanent

Working pattern

Full-time

Reference number

290-SCCS-2404

Job locations

Cross site

Charing Corss Hospital

London

W2 1NY

United Kingdom

Supporting documents

Privacy notice

Imperial College Healthcare NHS Trust's privacy notice (opens in a new tab)

Support links

• Privacy policy
• Terms and conditions
• Accessibility Statement
• Cookies
• Help and guidance

© Crown copyright