Patient & Service Co-ordinator

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£2.1 billion, 1.5 million patient contacts a year and more than 14,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King’s College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in the London Borough of Bromley.

We encourage all our staff to have a healthy work/life balance. In doing so, you can apply for flexible working from the beginning of your employment. We offer a range of options which are designed to suit different circumstances and priorities in line with service requirements.

To provide comprehensive administrative and coordination support for undergraduate dental teaching activity delivered at King’s College Hospital NHS Foundation Trust in partnership with King’s College London. The post holder will play a key role in ensuring the smooth operational delivery of undergraduate dental placements and teaching clinics, including coordination of student rotations, timetabling, liaison with academic and clinical colleagues, management of clinical systems (including Epic), and collection of student feedback to support continuous improvement of the teaching programme. The role will be predominantly based at West Norwood however, during the academic holidays, you may be required to work from another site.

Main duties of the job

• Coordinate undergraduate dental student rotations across clinical departments and teaching clinics.
• Maintain and update student placement schedules, ensuring accurate allocation and rotation of students.
• Liaise closely with King’s College London academic staff, clinical supervisors, and Trust departments to ensure alignment of teaching schedules.
• Support the planning and delivery of teaching clinics, ensuring appropriate staffing, rooming, and resources are in place.

Detailed job description and main responsibilities

Administrative Responsibilities

• Assist in the development and maintenance of detailed timetables for undergraduate teaching activity.
• Resolve scheduling conflicts in collaboration with relevant stakeholders.
• Ensure timely communication of timetable changes to students, academic staff, and clinical teams.
• Use Epic electronic health record system to support student placement activity within clinical environments.
• Manage and monitor Epic workqueues relevant to undergraduate teaching activity.
• Ensure accurate user access, data entry, and workflow management in accordance with Trust policies and data governance requirements.
• Liaise with IT and clinical teams to resolve system or access issues affecting student activity.
• Collect structured feedback from students at the end of each rotation.
• Collate, analyse, and summarise feedback for reporting purposes.
• Escalate key themes or concerns to the appropriate education leads.
• Support continuous improvement initiatives based on student feedback and evaluation outcomes.
• Maintain accurate records of student placements, attendance, and rotation history.
• Prepare reports, spreadsheets, and documentation for education governance meetings.
• Support onboarding processes for students entering clinical placements, including documentation checks and inductions.
• Provide general administrative support to the dental education team as required.
• Act as a key point of contact for undergraduate dental students regarding placement logistics.
• Maintain effective working relationships with clinical supervisors, academic staff at King’s College London, and Trust departments.
• Communicate clearly and professionally with a wide range of stakeholders, escalating issues where appropriate.

Qualifications

• Good standard of general education (minimum GCSEs or equivalent, including English and Mathematics at Grade C/4 or above).
• Experience working in an administrative or coordination role within a busy office, clinical, or educational environment.
• Experience using electronic systems for data entry, record keeping, or workflow management (e.g. Epic or other EPR systems).
• Ability to work both independently and part of a team.
• Strong communication skills, both written and verbal, with the ability to liaise effectively with clinical, academic, and administrative staff.
• Competent in Microsoft Office applications, particularly Outlook, Word, and Excel.
• Strong organisational skills with the ability to manage competing priorities and meet deadlines.
• Excellent attention to detail and accuracy in data entry and documentation.
• NVQ Level 3 / BTEC / A-levels or equivalent experience in an administrative or office-based role.
• Experience dealing with students, patients, or service users in a structured service environment.
• Experience collecting, collating, and summarising feedback or survey data.