Radiotherapy Receptionist and Planning Coordinator
Closing date: 03 June 2026
This post offers a unique opportunity to play a key role in the Radiotherapy service at UCLH at an exciting period of its development. The postholder will play a key role in providing a good service to patients. They will be responsible for checking patients in for their appointment, updating them on any delays and upcoming appointments. They will also be responsible for booking interpreters and transport when required.
The department sees about 2000 new patients and administers over 3000 new courses of radiotherapy treatment per year. There are 26 NHS clinical oncologists covering all cancer specialties. The department delivers radiotherapy services for a broad spectrum of cancers which includes a wide range of common cancers as well as specialist treatments including a paediatric and adolescent workload, brachytherapy and isotope work, total body irradiation and sarcoma radiotherapy. Many of the patients will be coming in daily for a five‑to‑six‑week period, so they will be able to get to know them, and help them feel at ease within the department. The successful applicant will therefore need to have good communication and customer service skills. This position will also have a strong focus on delivering an excellent patient experience.
Main duties of the job
In this vital front‑of‑house role, you will provide high‑quality administrative and reception support within the Radiotherapy (RT) department, ensuring every patient and their family receives a warm, professional and compassionate service. You will be the first point of contact for those attending treatment, greeting patients courteously, supporting them with check‑in procedures, and helping them feel comfortable and informed throughout their visit. You will play a key part in maintaining smooth departmental operations – managing patient arrivals on EPIC and ARIA systems, keeping waiting areas organised, coordinating appointments, and communicating effectively with radiographers, nurses, medical staff and the wider multidisciplinary team. Your role will also involve responding to enquiries, offering non‑clinical advice, supporting patients with local information and transport queries, and ensuring any concerns are directed appropriately.
Alongside these patient‑facing responsibilities, you will carry out a range of administrative tasks including telephone handling, stock management, processing post and deliveries, and maintaining departmental resources. You will uphold confidentiality at all times and contribute to a positive team environment, including assisting with the training of new staff and students.
About us
University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically‑led acute and specialist services to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top‑quality patient care, excellent education, and world‑class research.
We provide first‑class acute and specialist services across eight sites:
- University College Hospital (incorporating the Elizabeth Garrett Anderson Wing)
- National Hospital for Neurology and Neurosurgery
- Royal National ENT and Eastman Dental Hospitals
- University College Hospital Grafton Way Building
- Royal London Hospital for Integrated Medicine
- University College Hospital Macmillan Cancer Centre
- The Hospital for Tropical Diseases
- University College Hospital at Westmoreland Street
We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women’s health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world‑class support services including critical care, imaging, nuclear medicine and pathology.
We are committed to sustainability and have pledged to become a carbon net zero health service, embedding sustainable practice throughout UCLH. We have set an ambitious target of net zero for our direct emissions by 2031 and indirect emissions by 2040.
Summary of Key Responsibilities
- Patient Registration & Data Accuracy – Register patients on EPIC and ARIA, ensuring all information is accurate, consistent, and regularly updated. Verify patient details through questionnaires and direct confirmation to maintain high data quality.
- Case Notes & Information Management – Request, retrieve, track, and file medical casenotes using the Carecast system. Maintain organised departmental filing and ensure secure disposal of confidential information in line with Trust policy.
- Transport, Interpreter & Accommodation Coordination – Arrange patient transport, ensuring correct booking details and promptly communicating any changes. Liaise with transport teams and patients to resolve issues and maintain a database of aborted journeys for audit purposes. Book interpreters for clinics, support them on arrival, and sign required documentation. Facilitate accommodation bookings, liaising with hostel and admissions staff and keeping patients informed of access procedures.
- Clinic & Appointment Administration (Within RT Department) – Record all radiotherapy attendances and outcomes on EPIC to ensure accurate activity reporting and income generation. Provide clerking support for outpatient review clinics, including booking appointments, completing attendance forms, and arranging transport or special requirements. Deliver reception support for ad‑hoc clinics as needed.
- Clinic & Appointment Administration (Outside RT Department) – Book outpatient appointments on EPIC following treatment episodes, ensuring correct clinic allocation and noting any interpreter or transport needs. Arrange appointments with external hospitals by phone and ensure patients receive full details, including appointment letters where required.
Person Specification
Knowledge & Qualifications
- Educated to GCSE and A level standard or equivalent
- Excellent IT skills including good working knowledge of MS packages
- Willing to undertake further training
Experience
- Relevant previous experience of administrative work either within the NHS or in other institutions
- Experience of administration work including emails, scanning and outpatient setting work
- Work experience within cancer services including working with cancer waiting times and patient cancer pathways
- Previous experience of hospital based systems or other in‑house database systems (although training will be given)
Skills & Abilities
- Ability to speak, read and write English clearly
- Demonstrated skills in the use of Microsoft Word, Excel, e‑mail / Electronic Diary, Internet/Intranet Access, scanning and document management
- Proven track record of working under pressure to strict deadlines.
- Ability to prioritise effectively
Communication
- Effective communication skills at all levels both within the Trust and beyond
Personal and People Development
- Experience of working as a team member
- Ability to help and support the team with training and development as needed
- Experience in supervising or managing self
Responsibilities towards promoting Equality, Diversity and Inclusion
- Demonstrable understanding of the Equality, Diversity and Inclusion
- Knowledge of the NHS obligations under the Equality Act 2010 and the Public Sector Equality Duties
Specific Requirements
- Be able to work various shift patterns (between 8am and 8pm) to cover the service need of the department, including some bank holiday work and weekend work when required
- Work on site 5 days a week in the Radiotherapy Department
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.
University College London Hospitals NHS Foundation Trust
£33,094 to £36,195 a year per annum inclusive of HCAS
#J-18808-Ljbffr…