Job Overview
University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us. Positions are available at Southampton General Hospital, Royal South Hampshire Hospital, Princess Anne Hospital, and Lymington Hospital. We are seeking Patient Administrators, Patient Services Centre Administrators and Ward Secretaries to support our teams.
Ward Secretary Responsibilities
Full‑time and part‑time roles. Required: organised, attention to detail, proficiency in Microsoft Office, collaboration with nursing professionals and MDT.
* 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 Responsibilities
Full‑time and part‑time roles. Build relationships with consultants, administrative teams, nursing staff and external providers to ensure smooth patient pathways. Provide cross‑cover as needed.
* Confidently use Microsoft systems, working with minimal supervision and demonstrating a tactful, sensitive approach to challenging situations.
* Act as first point of contact: handle telephone calls, emails and visitors, respond promptly and efficiently.
* Prioritise workload effectively, multitask and cover for colleagues, communicate with ward teams, matrons, divisional nursing staff, consultants, ward administrators and patients.
* Familiarity with the Trust’s electronic systems is advantageous but not required – training provided.
Patient Services Administrator Responsibilities
Full‑time and part‑time roles. Operate from 7am to 6pm Monday‑Friday and 8am to 4:30pm Saturdays with flexibility within core hours. May cover reception desks across locations.
* Handle approximately 20,000 calls each month from patients.
* Book over 650,000 outpatient appointments annually across 50 specialties.
* Manage clinic schedules, reschedule, cancel appointments and fill new clinic slots.
* Check patients in, schedule follow‑up appointments and address queries.
* Prepare patient packs for outpatient clinics.
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 experience.
* Experience as an administrator or secretary in a customer‑focused environment and ability to use judgement to solve non‑routine enquiries.
* Knowledge of secretarial or administrative procedures.
Person Specification – Desirable Criteria
* Knowledge of medical terminology.
* Attendance of courses or further study demonstrating personal development.
* Vocational Level 3 qualification in administration/word processing/typing or equivalent experience.
* Diploma level qualification or equivalent experience.
* Experience as a medical or patient services secretary linked to a clinical service.
* Proficiency in all hospital computerised patient systems.
* Experience in understanding and analysing patient pathways.
* Knowledge of local and national targets relating to RTT and cancer pathways.
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