Job Overview University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us. Please see below for the detailed job description of the role. This post is only open to internal applicants Main duties of the job We are seeking an enthusiastic and experienced individual with a strong background as a Ward Clerk and proven skills in creating, managing, and maintaining effective staff rosters. The candidate should be organised, proactive, and confident supporting the smooth running of a busy clinical area. Attached you will find the person specification document which provides more detail about the essential and desirable skills and experience needed for this role. We highly recommend you review this document and use it when completing your application as these criteria are used by hiring managers as guidance during shortlisting. For an overview of the main duties of the role please see the ‘Job Description and Main Responsibilities’ section below. To understand the day-to-day responsibilities in more detail please read the full job description document attached. Working for our organisation University Hospital Southampton is one of England's largest acute teaching Trusts, offering a wide range of learning and development opportunities to support your career aspirations. Located on the south coast with an international airport and direct rail links to London, Southampton offers an ideal setting to live and work, with the New Forest, South Downs and Jurassic Coast. We believe that using technology wisely shows strong time management and commitment to innovation. However, personalizing your recruitment application to highlight your unique skills and experiences is crucial. Relying too heavily on generic, AI-generated content instead of drawing from your own strengths and accomplishments may lead to your application being rejected if multiple candidates present identical or similar information. At UHS we’re committed to providing a flexible working environment where possible. Whether you are balancing family, study, or your wellbeing with your career, we want to support you so you can help our patients. At UHS, we proudly champion individuality, recognizing that outstanding care is only possible with a diverse, inclusive team. We’re committed to creating an anti-racist, anti-discriminatory environment where everyone feels valued, safe, and empowered to make a meaningful impact in our communities. We welcome applicants of all backgrounds, identities, and experiences to join us in building a healthcare community where everyone can belong, thrive, and contribute. Main Purpose Detailed job description and main responsibilities To provide supervisory support to junior members of the administration team assisting with daily clinic organisation and prioritisation. Provide preceptor responsibilities to new starters. To provide excellent customer service to patients, relatives/carers and to external agencies To receive and manage complex queries for patients To work within the Women and Newborn Services and provide cross cover for other staff across the service to ensure a consistent and effective service is maintained at all times. Key Working Relationships Patients, their relatives and carers All Nursing, Medical and Administrative Staff within Womens’ Services External NHS staff General Duties To provide an excellent customer service to patients, relatives/carers and to external agencies, providing non clinical advice and guidance in relation to their appointments/admission via email, phone or letter Ensuring the clinical pathways are utilised in the organising of clinics in conjunction with departmental Standard Operating Procedures Utilise knowledge and experience of patient administration and related systems to undertake a range of work procedures and practices to ensure the optimal organisation and smooth running of the clinics. Support the performance of the department to optimise the utilisation of appointment slots. Process requests for clinic changes, cancellations and creations. Ensure adherence to the standard operating procedures at all times, highlighting to the any situations where this is not achievable. Have an awareness of stationary/resource management within the dept and place orders where necessary. Actively be involved in change within the department, identifying areas for development through review and assessment, creating and implementing Standard Operating Procedures linked with role to develop the service and deliver high standard of care. Undertakes surveys and audits as necessary to own work. Responsible for the completion of rotas on Healthroster. Arrange Teletrac and translation services where necessary. Deal with concerns / complaints as appropriate, immediately escalating where necessary to the Senior Sister for action. Work closely with and maintain excellent communication channels with both clinical and administrative staff in the Division Ensure patient case notes and appropriate electronic systems are kept up to date; ensuring that information entered onto the system is in line with the Trust’s data quality standards Utilise paper-light processes where appropriate. Work closely with staff within the Care Group to monitor attendance and wait times whilst on the unit. Participate in the induction of new administration Clerks across the Trust, sharing speciality knowledge as senior members of the team along with expertise of the administrative processes and functions. Complete mandatory training required for administrative staff as outlined in the Trust Mandatory Training Framework. Cover a range of shift patterns, including reception cover, as required by the service and its patients this will include weekend shifts. and shifts will be on a pro rata basis. Person specification Qualifications, Knowledge And Experience Essential criteria Good standard of secondary education with literacy and numeracy skills demonstrable to GSCE pass level or equivalent standard Either- Level 3 qualification in administration/ customer service or equivalent experience. Or vocational Level 2 qualification in administration/customer service or an equivalent level of experience and experience as an administrator or secretary in an organisation with a customer focused environment and able to use judgement to make decisions in order to solve problems/enquiries some of which are non-routine and not straightforward RSA 2 word processing/typing or equivalent experience Proficient in all aspects of Microsoft Office Administrative and organisational experience Knowledge and experience of secretarial or administrative procedures Experience as an administrator or secretary in an organisation with a customer focused environment Desirable criteria Courses / further study attended to demonstrate evidence of personal development Diploma level qualification or equivalent experience RSA 3 Proficient in the use of all hospital computerised patient systems Knowledge of medical terminology Able to demonstrate behaviours that meet the Trust Values Essential criteria Working Together Always Improving Patients First