Gynaecology Administrator

You will act as a welcoming first point of contact for patients, families and visitors, helping to create a calm, inclusive and supportive environment. Our administrative teams play a vital role in supporting patients through deeply personal and often life changing journeys, from routine care to fertility treatment.

The role involves managing referrals, booking and coordinating appointments, admissions and procedures, following up patients who do not attend (DNAs), handling cancellations sensitively and supporting clinic capacity and room usage. You will use Trust systems to maintain accurate records, carry out data quality checks and support a smooth patient journey.

You will also provide reception and administrative support, handle enquiries, manage confidential information appropriately and complete general administrative tasks such as stock, payments, coding support and Subject Access Requests. Flexibility to work evenings and weekends is required.

You will be supported by experienced colleagues and managers, with access to training and development. This is a permanent position and an excellent entry level opportunities for anyone wishing to start or develop a career in the NHS, offering valuable experience in busy clinical services and a supportive team environment.

Main duties of the job

• Provide comprehensive and efficient administrative support across the service on a rotational basis, ensuring coverage of diverse tasks.
• Deliver excellent customer service to patients and colleagues via face-to-face, telephone,and email interactions.
• Process and book outpatient appointments in line with the Trust Elective Access Policy,ensuring timely and accurate data entry on PAS and other systems.
• Provide reception cover on weekdays/weekends as required.
• Complete daily data quality checks promptly.
• Support with audio typing of letters, notes, and patient communications within agreedtimescales.

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.

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

13 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-WCCS-2747

Job locations

St Mary's Hospital

London

W2 1NY

United Kingdom

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 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

• A-Levels or equivalent knowledge or experience.
• Excellent English comprehension - oral and written
• Understanding of medical terminology

Desirable

• Secretarial qualification or equivalent experience.

Experience

Essential

• Administrative experience
• Evidence of experience of dealing with the public.
• Basic IT literacy

Desirable

• Previous experience in an NHS institution.
• An understanding of outpatient waiting lists and outpatient appointment booking processes.
• Formal customer care training.

Skills/knowledge/ abilities

Essential

• Knowledge of the NHS performance indicators: referral to treatment standard.
• Ability to adapt to new working practices, learn new software systems and acquire new knowledge.
• Ability to analyse waiting list reports and other sources of information and make judgements about booking patients based on those reports.
• Ability to enter data daily into computer systems using keyboard skills to a high level of speed and accuracy
• Ability to undertake administration tasks and switch without notice to dealing with frequent customer and telephone enquiries when they attend for their appointments.

Desirable

• Service sector work (preferably hospital).
• PAS system Cerner knowledge
• Knowledge of the NHS performance indicators: referral to treatment standard.

Person Specification

Education/ qualifications

Essential

• A-Levels or equivalent knowledge or experience.
• Excellent English comprehension - oral and written
• Understanding of medical terminology

Desirable

• Secretarial qualification or equivalent experience.

Experience

Essential

• Administrative experience
• Evidence of experience of dealing with the public.
• Basic IT literacy

Desirable

• Previous experience in an NHS institution.
• An understanding of outpatient waiting lists and outpatient appointment booking processes.
• Formal customer care training.

Skills/knowledge/ abilities

Essential

• Knowledge of the NHS performance indicators: referral to treatment standard.
• Ability to adapt to new working practices, learn new software systems and acquire new knowledge.
• Ability to analyse waiting list reports and other sources of information and make judgements about booking patients based on those reports.
• Ability to enter data daily into computer systems using keyboard skills to a high level of speed and accuracy
• Ability to undertake administration tasks and switch without notice to dealing with frequent customer and telephone enquiries when they attend for their appointments.

Desirable

• Service sector work (preferably hospital).
• PAS system Cerner knowledge
• Knowledge of the NHS performance indicators: referral to treatment standard.

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

St Mary's 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

St Mary's Hospital

London

W2 1NY

United Kingdom

Employer's website

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

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.

Education/ qualifications

Essential

• A-Levels or equivalent knowledge or experience.
• Excellent English comprehension - oral and written
• Understanding of medical terminology

Desirable

• Secretarial qualification or equivalent experience.

Experience

Essential

• Administrative experience
• Evidence of experience of dealing with the public.
• Basic IT literacy

Desirable

• Previous experience in an NHS institution.
• An understanding of outpatient waiting lists and outpatient appointment booking processes.
• Formal customer care training.

Skills/knowledge/ abilities

Essential

• Knowledge of the NHS performance indicators: referral to treatment standard.
• Ability to adapt to new working practices, learn new software systems and acquire new knowledge.
• Ability to analyse waiting list reports and other sources of information and make judgements about booking patients based on those reports.
• Ability to enter data daily into computer systems using keyboard skills to a high level of speed and accuracy
• Ability to undertake administration tasks and switch without notice to dealing with frequent customer and telephone enquiries when they attend for their appointments.

Desirable

• Service sector work (preferably hospital).
• PAS system Cerner knowledge
• Knowledge of the NHS performance indicators: referral to treatment standard.