Trac proudly powers the recruitment for
Royal Free London NHS Foundation Trust
About
On 1 January 2025 Royal Free London NHS Foundation Trust became one of the largest trusts in the UK following the acquisition of North Middlesex University Hospital.
Our trust has over 17,000 staff serving 2 million patients every year. It comprises Barnet Hospital, Chase Farm Hospital, the Royal Free Hospital, North Middlesex University Hospital and more than 30 services in the community. This larger scale organisation provides an unprecedented opportunity for us to continue our pioneering work, particularly in finding ways to deliver even better care to our patients.
Our mission is to deliver world class care and expertise in our clinical services, underpinned by world class teaching and research and we will continue to measure our progress against our five governing objectives: excellent outcomes, excellent patient and staff experience, excellent value for taxpayers’ money, being safe and meeting our external duties, and building a strong organisation. Welcome to the Royal Free
Service Administrator
Accepting applications until: 04-Nov-2026 23:59
Vacancy status: Open
Accepting applications until: 04-Nov-2026 23:59
Key details
Location
- Gwefan
- North Middlesex Univeristy Hospital
- Cyfeiriad
- Sterling Way
- Tref
- London
- Cod post
- N18 1QX
- Major / Minor Region
- London
Contract type & working pattern
- Contract
- Fixed term: 12 months (To be covered from 26th October 2026 - 26th October 2027)
- Oriau
- Part time - 20 hours per week (5 hours a day (9:00-2:00))
Salary
- Cyflog
- £30,630 - £32,346 Inclusive of Outer London HCAS pro rata, per annum
- Cyfnod cyflog
- Yearly
- Gradd
- (NHS AfC: Band 3)
Specialty
- Prif leoliad
- Service Administrator
Our trust has over 17,000 staff serving 2 million patients every year. It comprises Barnet Hospital, Chase Farm Hospital, the Royal Free Hospital, North Middlesex University Hospital and more than 30 services in the community. This larger scale organisation provides an unprecedented opportunity for us to continue our pioneering work, particularly in finding ways to deliver even better care to our patients.
Our mission is to deliver world class care and expertise in our clinical services, underpinned by world class teaching and research and we will continue to measure our progress against our five governing objectives: excellent outcomes, excellent patient and staff experience, excellent value for taxpayers’ money, being safe and meeting our external duties, and building a strong organisation.
Everyone is welcome at Royal Free London NHS Foundation Trust. We're proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME, gender equality, staff carers and people with disabilities and lived experiences to promote good relations and understanding between our staff.
Artificial intelligence (AI) is a set of technology that can perform various tasks that typically required human intelligence. Your application is your opportunity to demonstrate to us how you meet the requirements of the role. We recognise that AI tools can support accessibility, equity and confidence for applicants. However, it’s important that examples and responses genuinely reflect your own experience and abilities, as these will be explored further during the selection process. AI must not be used to provide misleading or false information during any stage of the application journey. Further guidance can be found in the NLPSS Applicant Toolkit https://royalfree.pagetiger.com/cuuomnr/1.
Click here to view our video Welcome to the Royal Free
Royal Free London NHS Foundation Trust is committed to ensuring that its recruitment processes are carried out with integrity, transparency, and fairness for all applicants. To help maintain these standards, we ask candidates to provide accurate and truthful information throughout the recruitment process.
If incorrect or misleading information is identified, this may affect the progression of an application, any employment offer, or continued employment. As part of our due diligence, the company may verify the information provided by applicants and take appropriate action where necessary.
We do not charge applicants any fees at any stage of the recruitment process, including applications, interviews, sponsorship arrangements, pre-employment checks, or employment offers. All vacancies are advertised through TRAC/NHS Jobs and candidates are assessed solely on their skills, qualifications, experience, and suitability for the role. If you are asked to make a payment in connection with an NHS job opportunity, please treat this as suspicious and contact the organisation directly using the details published on our official career's website
Applicants can refer to the Fraud Act 2006 for further information: https://www.legislation.gov.uk/ukpga/2006/35/contents
Trosolwg o'r swydd
This post provides administrative support to the Palliative Care Team based at North Middlesex University Hospital. The post-holder will provide a high-quality administrative service and patient coordination system to the multidisciplinary specialist palliative care team. The post-holder will work within the teams to coordinate the non-clinical aspects of the services including data input and office management support. He / she will need to be able to organise and prioritise their own workload, use initiative and work without constant supervision. The administrator will work across the two services on allocated days and be required to use Careflow and other electronic databases to capture referrals and procedural information.
Advert
The post holder will be required to: Ordering of all stationaries on Pecos. Ordering of all information leaflets (booklets /forms DWP, CMC). Emailing urgent letters to GP and other professionals Collection and distribution of all post & letters into the department. Update attendance records in excel for MDT. Room bookings/ circulation to team members for meetings. Contact other NHS and private healthcare providers for patient information for emergency admissions and updating with discharge summaries. Ensure all enquiries from other hospitals are effectively managed by being successfully resolved or escalated to the CNS's Ensure all relevant people are informed and an appropriate record is maintained liaising and effectively communicating at all levels using written, oral and electronic methods. Use tact and sensitivity to deal with difficult issues. Request clinical data sets from other healthcare providers hospitals in accordance in a timely manner.
Gweithio i'n sefydliad
North Middlesex University Hospital is part of the Royal Free London NHS Foundation Trust, one of the UK’s largest NHS trusts, providing high-quality, compassionate care to diverse communities across North London and Hertfordshire. With over 19,000 staff serving a population of more than 1.6 million people, the Trust is committed to delivering safe, effective, and patient-centred healthcare. North Middlesex University Hospital offers a wide range of acute and specialist services and plays a key role in supporting local health and wellbeing. We are dedicated to creating an inclusive, supportive, and respectful workplace where staff are valued and encouraged to develop. Our Patient First approach places patients at the centre of everything we do and is guided by our values of being open, fair, and respectful. Joining the Specialist Palliative Care Team means becoming part of a multidisciplinary service committed to delivering compassionate care, supporting patients and families, and continuously improving services through teamwork, innovation, equality, diversity, and excellence.
Swydd-ddisgrifiad a phrif gyfrifoldebau manwl
The post holder will provide comprehensive administrative and patient coordination support to the multidisciplinary Specialist Palliative Care Team across North Middlesex University Hospital and associated services. The role is essential in ensuring the efficient operation of the service by managing administrative processes, coordinating referrals, maintaining accurate records, and supporting communication between healthcare professionals, patients, carers, and external organisations.
The post holder will work independently, prioritising their workload effectively while ensuring high standards of accuracy, confidentiality, and professionalism. They will contribute to the smooth running of the service through effective office management and administrative support.
Administrative Support
- Provide a high-quality administrative service to the Specialist Palliative Care Team.
- Act as the first point of contact for telephone, email, and face-to-face enquiries, ensuring queries are resolved appropriately or escalated when necessary.
- Manage incoming and outgoing correspondence, including the collection, distribution, and filing of post and letters.
- Prepare, format, distribute, and electronically file correspondence, reports, minutes, and other service documentation.
- Maintain efficient filing systems in accordance with Trust policies and information governance requirements.
- Organise and coordinate meetings, including room bookings, diary management, preparation and circulation of meeting agendas and papers.
- Record and maintain attendance registers and multidisciplinary team (MDT) records using Excel and other electronic systems.
- Order and monitor stationery and departmental supplies using approved procurement systems, including PECOS.
Patient Coordination and Referral Management
- Receive, process, and coordinate referrals to the Specialist Palliative Care Team using Careflow and other electronic patient record systems.
- Ensure accurate and timely data entry of referrals, patient information, and service activity.
- Track referrals and ensure relevant information is available to clinical staff in a timely manner.
- Liaise with patients, carers, healthcare professionals, GPs, hospitals, hospices, and community services to facilitate effective communication and coordination of care.
- Obtain patient information, discharge summaries, and clinical documentation from NHS and independent healthcare providers where required.
- Request and manage clinical datasets and supporting information from external organisations in accordance with Trust policies and information governance requirements.
Communication and Liaison
- Communicate effectively with internal and external stakeholders at all levels using telephone, written, and electronic communication methods.
- Ensure urgent correspondence, including clinical letters and discharge-related communications, is transmitted promptly to GPs and other healthcare professionals.
- Provide administrative support for multidisciplinary meetings and service activities.
- Ensure all enquiries from healthcare providers are managed efficiently and escalated appropriately to Clinical Nurse Specialists or other members of the multidisciplinary team when required.
- Use tact, diplomacy, and sensitivity when dealing with difficult or sensitive situations involving patients, relatives, carers, and professionals.
Information Management and Data Quality
- Maintain accurate and up-to-date patient and service records on Careflow and other electronic databases.
- Produce routine reports and activity data as required by the service.
- Ensure compliance with Trust policies relating to confidentiality, data protection, information governance, and record keeping.
- Monitor and maintain data quality standards to support service reporting and performance monitoring.
Office and Service Support
- Support the day-to-day operational management of the office environment.
- Ensure information leaflets, patient information booklets, DWP forms, Coordinate My Care (CMC) documents, and other service resources are ordered, maintained, and readily available.
- Assist with service audits, data collection exercises, and quality improvement initiatives as required.
- Contribute to the continuous improvement of administrative processes and systems to enhance service efficiency and patient experience.
General Responsibilities
- Prioritise and organise workload independently, using initiative and judgement where appropriate.
- Work flexibly across both Specialist Palliative Care services as required by service need.
- Adhere to all Trust policies, procedures, and statutory requirements.
- Participate in mandatory training, appraisal, and personal development activities.
- Maintain professional standards at all times and contribute positively to the objectives of the Specialist Palliative Care Service.
Applicant requirements
Person specification
Education and professional qualifications
Meini prawf hanfodol
- English and Maths at GCSE level or equivalent
- Courses / further study attended to demonstrate evidence of personal development
Meini prawf dymunol
- Diploma level qualification or equivalent experience
Royal Free World Class Values
Meini prawf hanfodol
- Demonstrable ability to meet the Trust Values
Experience
Meini prawf hanfodol
- Previous experience of working with the public and/or patients in a healthcare environment
- Experience of interaction with all levels of staff
- Experience of managing and prioritising own workload and working to deadlines
Meini prawf dymunol
- Previous administrative and organisational experience
Others
Meini prawf hanfodol
- Team work and ability to develop strong collaborative working relationships within different teams and relevant administrative, clinical and management staff
- Ability to work without direct supervision
- Reliability – good time keeping
Meini prawf dymunol
- Ability to work flexibly to accommodate peaks and troughs of activity
Skills and aptitudes
Meini prawf hanfodol
- Excellent written and verbal communication skills
- Excellent organizational skills with meticulous attention to detail
- Excellent customer care practice, being polite, sympathetic, patient and diplomatic
- Understanding patient confidentiality
Meini prawf dymunol
- Knowledge of Careflow
- Proof of continuous learning and development
- Ability to learn and assimilate information quickly
- Ability to use databases
Personal qualities and attributes
Meini prawf hanfodol
- Ability to maintain excellent communication channels and good customer services
- Maintain a high level of professionalism in manner
- Ability to work under pressure and use own initiative to prioritise tasks
- Good interpersonal skills having a friendly and approachable manner
- Proactive, forward-thinking, quick problem solving attitude
Further details / informal visits contact
- Enw
- Promita Das Gupta
- Teitl y swydd
- Service Manager
- Cyfeiriad ebost
- [email protected]
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