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Administrator: Clinical Research Facility
Imperial College Healthcare NHS Trust View all jobs
Posted 1 month(s) ago
Reference: 290-MIC-2209
Job summary
We are looking for a friendly, organised and proactive Administrator to join the NIHR Imperial Clinical Research Facility (CRF) at Hammersmith Hospital.As the first point of contact for patients, healthy volunteers and researchers, you will play a key role in creating a welcoming and inclusive environment. You will manage appointments, respond to enquiries, maintain accurate records, provide reception services and help ensure the smooth running of clinical research activity. Duties will include escorting participants throughout the department, supporting the smooth running of research visits, and maintaining filing and storage systems. The role requires frequent movement around the facility and is not solely desk-based.
We are looking for someone with excellent communication skills, strong attention to detail, confidence using digital systems and the ability to stay calm and organised in a busy environment. Whether supporting a participant attending a research visit or working with colleagues to resolve problems, you will make a real difference to people's experience.This is a part time position: 22.5 hours per week (Wednesday to Friday)
Main duties of the job
- Deliver Outstanding, Inclusive Patient Experience.
- Welcome and assist all patients, families and visitors warmly, creating a calm and reassuring first point of contact for people from diverse cultural, linguistic and social backgrounds.
- Provide clear, compassionate information and reassurance, recognising that many patients may be anxious, distressed, or attending hospital at a vulnerable point in their lives.
- Adapt communication to meet differing needs (e.g. limited English, sensory impairments, cognitive or accessibility needs), using interpreters or other support where appropriate.
- Treat every patient with dignity, respect and sensitivity, ensuring everyone feels valued, included and supported.
- Handle enquiries and concerns professionally and empathetically, escalating promptly when necessary.
- Support patients in practical ways, including completing forms, accessing information, updating if research visits are running late and providing clear directions or wayfinding support.
- Respond courteously and promptly to telephone and email enquiries, ensuring consistent, high-quality service.
- Maintain confidentiality and adhere to data protection standards in all interactions and record-keeping.
- Appointment and Admission Management.
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.
Details
Date posted
24 August 2026
Pay scheme
Agenda for change
Band
Band 3
Salary
£31,554 to £33,270 a year pa inclusive pro rota
Contract
Fixed term
Duration
3 years
Working pattern
Part-time
Reference number
290-MIC-2209
Job locations
Hammersmith 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 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 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 of working within a healthcare service.
- Experience in a customer facing role (e.g. reception, 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 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.
- Accuracy, including numeric accuracy, and attention to detail, especially when entering patient information and managing appointments.
- 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.
- Organisational skills - able to prioritise, manage time effectively and support smooth patient flow.
- Ability to work flexibly across departments and sites, and as part of a wider administrative team.
- Ability to follow policies and local Standard Operating Procedures
Desirable
- Ability to communicate in more than one language commonly spoken in north west London.
Knowledge
Essential
- Understanding of good customer service and what creates a positive first impression.
- Awareness of the importance of confidentiality, data protection and professional boundaries.
Desirable
- Understanding of people inequalities and barriers faced by diverse communities in accessing services.
- Basic knowledge of NHS values and the role of admin staff in patient experience.
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 of working within a healthcare service.
- Experience in a customer facing role (e.g. reception, 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 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.
- Accuracy, including numeric accuracy, and attention to detail, especially when entering patient information and managing appointments.
- 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.
- Organisational skills - able to prioritise, manage time effectively and support smooth patient flow.
- Ability to work flexibly across departments and sites, and as part of a wider administrative team.
- Ability to follow policies and local Standard Operating Procedures
Desirable
- Ability to communicate in more than one language commonly spoken in north west London.
Knowledge
Essential
- Understanding of good customer service and what creates a positive first impression.
- Awareness of the importance of confidentiality, data protection and professional boundaries.
Desirable
- Understanding of people inequalities and barriers faced by diverse communities in accessing services.
- Basic knowledge of NHS values and the role of admin staff in patient experience.
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
Hammersmith 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
Hammersmith Hospital
London
W2 1NY
United Kingdom
Employer's website
https://www.imperial.nhs.uk/ (Opens in a new tab)