Senior Administrator

Job description

Job summary

We are looking for an enthusiastic and experienced MDT Coordinator/Personal Assistant to join our team at Hammersmith Hospital.

In this role, you will provide comprehensive administrative, organisational, and secretarial support to the multidisciplinary team (MDT) and designated consultants, ensuring the efficient coordination of patient pathways and clinical services. You will play a key role in organising MDT meetings, managing complex schedules, coordinating patient-related information, and supporting the delivery of high-quality care.

You will need excellent communication, organisational, and interpersonal skills, together with the ability to work confidently and professionally with patients, consultants, clinical staff, Trust colleagues, and external healthcare professionals.

Main duties of the job

• Coordinate and manage MDT meetings, including preparation of agendas, patient lists, documentation, and recording of outcomes and actions.
• Provide comprehensive PA and secretarial support, including diary management, meeting coordination, correspondence, and arranging appointments.
• Input and maintain accurate patient information on Cerner and other Trust systems, ensuring all data is entered in a timely and accurate manner.
• Coordinate patient pathways, investigations, admissions, and follow-up appointments in collaboration with the clinical team.
• Responsible for general administration including post, filing, photocopying, minute taking, and other duties as required.
• Ensure all enquiries to the department are dealt with politely, courteously, promptly, and professionally.
• Provide excellent customer service to patients, carers, and healthcare professionals.

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 to us at interview.

Environmental sustainabilityClimate change and poor air quality is a health emergency that harms people's health and wellbeing and widens health inequalities. The Trust is also committed to reducing its impact on the environment by reducing our greenhouse gas emissions to Net Zero by 2045. All our employees have a role to play, and we have an active green network that supports staff to act in ways that ensures that our services are efficient, sustainable and reduce our impact on the environment www.imperial.nhs.uk/about-us/our-strategy/green-plan.

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 overviews please 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 overviews please view the Job Description attachment with the job advert.

Person Specification

Education/ Qualifications

Essential

• Educated to Level 4 standard (Level 4 Diploma/Certificate/NVQ or similar), or able to demonstrate equivalent knowledge, skills and experience gained through work or structured learning.

Experience

Essential

• Experience working confidently with people from diverse cultural, linguistic and social backgrounds.
• Experience in an administrative, reception, scheduling or customer-facing role within a busy, multi-disciplinary environment including handling queries and complaints professionally.
• Experience coordinating and planning of a process.
• Experience of making process improvements.

Desirable

• Experience of supervising, supporting or training staff.
• Experience of coordinating meetings and minute taking.

Skills / Abilities

Essential

• Excellent interpersonal and customer-service skills with the ability to manage sensitive, complex or challenging enquiries professionally.
• Ability to work independently, using initiative to manage tasks, make informed decisions and resolve day to day issues.
• 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.
• Able to gather information, summarise findings and assist with routine reports or service audits.

Desirable

• Ability to analyse routine datasets and support demand and capacity reviews
• Supervisory and coaching skills, with the ability to allocate tasks, guide, provide feedback support and act as a role model for more junior colleagues.

Person Specification
Education/ Qualifications

Essential

• Educated to Level 4 standard (Level 4 Diploma/Certificate/NVQ or similar), or able to demonstrate equivalent knowledge, skills and experience gained through work or structured learning.

Experience

Essential

• Experience working confidently with people from diverse cultural, linguistic and social backgrounds.
• Experience in an administrative, reception, scheduling or customer-facing role within a busy, multi-disciplinary environment including handling queries and complaints professionally.
• Experience coordinating and planning of a process.
• Experience of making process improvements.

Desirable

• Experience of supervising, supporting or training staff.
• Experience of coordinating meetings and minute taking.

Skills / Abilities

Essential

• Excellent interpersonal and customer-service skills with the ability to manage sensitive, complex or challenging enquiries professionally.
• Ability to work independently, using initiative to manage tasks, make informed decisions and resolve day to day issues.
• 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.
• Able to gather information, summarise findings and assist with routine reports or service audits.

Desirable

• Ability to analyse routine datasets and support demand and capacity reviews
• Supervisory and coaching skills, with the ability to allocate tasks, guide, provide feedback support and act as a role model for more junior colleagues.

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 .

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. .

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 .

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. .

Employer details

Employer name

Imperial College Healthcare NHS Trust
Address

Hammersmith Hospital

London

W12 0HS

United Kingdom

Employer's website