University Hospital Southampton NHS Foundation Trust offers several Band 3 Administrator roles, including Ward Secretary, Patient Administrator, and Patient Services Administrator, across our hospitals in Southampton and Lymington.
Locations
Southampton General Hospital, Royal South Hants Hospital, Princess Anne Hospital, and Lymington Hospital.
Ward Secretary
* 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.
* Perform additional duties as required, maintaining a flexible and supportive working environment.
Patient Administrator
* Build strong relationships with consultants, administrative teams, nursing staff, and external providers to ensure a smooth patient pathway.
* Confidently use Microsoft systems with minimal supervision, demonstrating a tactful, sensitive approach to challenging situations.
* Act as the first point of contact, handling telephone calls, e‑mail, and visitors, responding promptly and efficiently to queries or redirecting them to the appropriate person or department.
* Prioritise workload effectively, collaborate with a large team, demonstrate flexibility in multitasking, and cover for colleagues as needed.
* Communicate effectively with ward teams, matrons, divisional nursing staff, consultants, ward administrators, and patients.
* Familiarity with the Trust's electronic systems is advantageous but not essential; training will be provided.
* Provide cross‑cover for other administrators to maintain consistent and effective administration services.
Patient Services Administrator
* Serve as the first point of contact for patients, handling approximately 20,000 calls each month.
* Book over 650,000 outpatient appointments annually across 50 specialties within the Trust.
* Manage clinic schedules, reschedule or cancel appointments, and fill new clinic slots.
* Cover reception desks at all locations, checking patients in, scheduling follow‑up appointments, and addressing queries.
* Prepare patient packs for outpatient clinics.
* Work flexibly within core hours: 7 am–6 pm Monday–Friday and 8 am–4:30 pm Saturdays.
* Collaborate across care groups such as Surgery, Outpatient Administration Centre, Pharmacy, Cancer Care, and others.
All positions support a flexible working environment and require strong written and verbal communication skills, the ability to work independently and as part of a team, and a commitment to providing high‑quality patient care.
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