Job Overview
University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.
Please see below for detailed job description of the role.
Do you thrive in a fast‑paced environment? Are you passionate about delivering exceptional administrative support that enhances the patient experience and journey?
We are seeking Patient Administrators, Patient Services Centre Administrators and Ward Secretaries to join our Trust. These roles are essential for the seamless operation of our services and significantly impact our patients' experiences.
In collaboration with a team of consultants, you will provide comprehensive administrative support, contacting patients and healthcare professionals, coordinating appointment bookings, managing correspondence from outpatient clinics, and ensuring the smooth flow of information among clinicians and support services.
UHS offers outstanding training and development opportunities and a nurturing environment for professional development. Positions are available at Southampton General Hospital, Royal South Hants Hospital, Princess Anne Hospital, and Lymington Hospital.
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.
At UHS we’re committed to providing a flexible working environment and championing an inclusive team culture. We welcome applicants of all backgrounds, identities, and experiences to join us.
Detailed Job Description and Main Responsibilities
Ward Secretary
This is an excellent opportunity for an organised individual with attention to detail and proficiency in Microsoft Office, who is eager to collaborate with nursing professionals and the wider multidisciplinary team (MDT). Full‑time and part‑time positions are available.
* Collaborate closely with ward leaders to provide administrative support in cancer care.
* Prepare documentation, communicate with stakeholders, and use Microsoft 365 to organise and schedule meetings on behalf of the Line Manager.
* Deliver exceptional customer service by providing a professional telephone service, taking accurate messages, and offering information and guidance as appropriate.
Patient Administrator
We are looking for highly motivated and proactive individuals to join our busy department. You will build strong relationships with consultants, administrative teams, nursing staff, and external providers, ensuring a smooth patient pathway.
* Confidently use Microsoft systems, working with minimal supervision and demonstrating a tactful, sensitive approach to challenging situations.
* Act as the first point of contact by handling telephone calls, emails, and visitors and responding promptly and efficiently to queries.
* Prioritise workload effectively, collaborate with a large team, and cover for colleagues as needed.
* Familiarity with the Trust's electronic systems is advantageous but not essential; training will be provided.
Patient Services Administrator
This role requires experience in handling patient communications, resilience, and the ability to thrive under pressure while meeting tight deadlines.
* Handling approximately 20,000 calls each month from patients.
* Booking over 650,000 outpatient appointments annually across 50 specialties within the Trust.
* Managing clinic schedules, rescheduling, cancelling appointments, and filling new clinic slots.
* Covering reception desks at all locations, checking patients in, scheduling follow‑up appointments, and addressing queries.
* Preparing patient packs for outpatient clinics.
Service hours: 7 am to 6 pm Monday to Friday and 8 am to 4:30 pm Saturdays. Flexible within core hours.
Person Specification
Essential Criteria
* Good standard of secondary education with literacy and numeracy skills at GCSE pass level or equivalent.
* Level 3 qualification in administration/customer service or equivalent experience; or Level 2 vocational qualification or equivalent.
* Background as an administrator or secretary in a customer‑focused environment.
* Ability to use judgement to solve non‑routine enquiries.
* Knowledge and experience of secretarial or administrative procedures.
Desirable Criteria
* Knowledge of medical terminology.
* Courses or further study showing personal development.
* Vocational Level 3 qualification in administration/word processing/typing or equivalent.
* Diploma level qualification or equivalent experience.
* Experience as a medical or patient services secretary linked to a clinical service.
* Proficient in all hospital computerised patient systems.
* Experience analysing patient pathways.
* Knowledge of local and national targets relating to RTT and cancer pathways.
Trust Values
* Patients First
* Working Together
* Always Improving
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