Senior Administrator- Gynaecology, Sexual Health, Reproductive, and Retroviral Medicine
- Full-time, Part-time
Job overview
An exciting opportunity has arisen for an experienced and motivated Band 4 Senior Administrator to join our Gynaecology, Sexual Health, Reproductive and Retroviral Medicine Service. Based at St Mary's Hospital, this role offers the opportunity to work within a busy, dynamic and forward-thinking multidisciplinary team committed to delivering high-quality patient care and an excellent patient experience.
As a Band 4 Senior Administrator , you will play a key role in supporting the operational delivery of the service, ensuring patient pathways are managed efficiently from referral through to treatment and follow-up care. You will work closely with consultants, nurses, allied health professionals, managers and administrative colleagues to coordinate clinics, manage appointments, monitor waiting lists and support the achievement of national and local performance targets.
The role involves overseeing complex administrative processes, managing patient activity across multiple services, resolving patient and clinician queries, maintaining accurate records and ensuring data quality across Trust systems. You will be responsible for proactively monitoring patient pathways, identifying potential delays and supporting timely access to care for patients.
This is an excellent opportunity for someone looking to further develop their operational and supervisory experience within a large NHS organisation while making a meaningful contribution to patient care and service delivery.
Main duties of the job
- Manage appointment capacity and cover for absent coordinators.
- Coordinate clinics and sessions, process referrals, and ensure timely service delivery.
- Book patients into appropriate clinics (e.g., MRI, Theatre) within access timeframes.
- Lead data capture and validation for 18-week RTT pathways; support waiting list management.
- Monitor assigned service performance indicators (e.g., data quality such as cashing up of clinics, call response times, Theatre clinician availability, RTT, private activity trackers, satellite clinic activity, cancer and diagnostic standards) and report promptly. Not all KPIs
will apply to every individual; responsibilities will be allocated based on the specific areas they cover. - Communicate service information clearly to patients, families, GPs, and referrers.
- Ensure all referrals are managed within national and local access targets.
Working for our organisation
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.
Detailed job description and main 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 criteria
- Educated to A Level or equivalent
Desirable criteria
- Diploma, Degree or Management Qualification
Skills/knowledge/ abilities
Essential criteria
- Ability to prioritise own workload and be an independent worker
- Able to create fair and accurate staff rota.
- Proficient in Microsoft Word, Access and Excel
- Knowledge around NHS standards and KPI’s: RTT, Cancer, Diagnostic, Data quality indicators
Desirable criteria
- Ability to manipulate large data using a variety of software packages and to present data in an easy to read format.
- Ability to complete simple demand and capacity modelling for clinics
Experience
Essential criteria
- Experience of working with multi-disciplinary teams.
- Experience of working within a healthcare environment
- Experience of coordinating a service, a small team, project group or work stream
- Experience of dealing with complex queries
Desirable criteria
- Experience of supervising/managing a team
- Experience in coordinating meetings and minute taking
- Experience of running small quality improvement projects
Right to work
If you need sponsorship to work in the UK, please visit the Home Office website for information on sponsorship and visa status before you fill in your application form. Due to recent changes in the UK immigration rules which affect Skilled Worker Visas, Global Business Mobility, Higher Skill Level and Increased Salary Thresholds, please ensure that you are able to meet the requirements to live and work in the UK before applying. Further information about eligibility is available on
We operate a joint recruitment hub across the North West London Acute Provider Collaborative Group. As part of this, your application and personal data may be shared with partner trusts within the group for recruitment and workforce purposes, in line with general data protection regulation (GDPR).
Vacancy Closing Date
This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.
Please ensure you check your emails regularly as this is how we will communicate with you throughout the recruitment process. If you are shortlisted you will be contacted by email and text message (if you provide a mobile contact number).
Employer certification / accreditation badges
Application numbers
This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.