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.
Main duties of the job
Facilitate the smooth running of the patient journey within a designated clinical area by effectively coordinating and streamlining all administrative processes. This involves actively assessing and addressing each patient's unique needs, ensuring timely access to services, scheduling appointments, and providing follow-up care. By prioritising clear communication among healthcare professionals and patients alike, we can enhance the overall experience, minimise delays, and promote a holistic, patient-centred approach to care.
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.
Detailed Job Description And Main Responsibilities
Responsible for implementing all administrative processes along the patient pathway to ensure
the patient's journey is managed efficiently and in accordance with targets and agreed timescales.
Utilise computerised systems to locate case note and investigation results and to ensure patient
information is maintained and updated.
Liaising with Private Patient Coordinators where appropriate you will ensure a seamless patient
journey.
Monitor and process referral requests and ensure referral grading outcomes are logged on the
appropriate patient information system escalating issues as required.
Provide patient administration service for regional clinics.
Courteously and efficiently receive all enquiries ensuring that accurate records are maintained,
and the appropriate action is taken in a timely manner.
Receive and process all incoming correspondence ensuring it reaches the appropriate place within
the required deadlines.
Responsible for maintaining an up to date filing system ensuring the accuracy of patient case
notes.
Take formal minutes or notes at meetings and distribute appropriately.
Order and maintain stationary / materials in accordance with Trust policy.
Arrange inpatient appointments, confirming, cancelling, and changing appointments as necessary
for both pre-assessment and admission.
Create, maintain, and make additions to waiting lists.
Trust Values
All staff are expected to strive to make the Trust values 'what we do' – to inspire, develop and support every
one of us to live our values, every patient, every colleague, every day.
Each post holder is expected to ensure they live the values of:
These values are about us all helping each other to deliver great patient experience more consistently –
involving people who use our services, their families, carers, staff, and partners in continuing to improve the
experience people have using and delivering our services
Ensure patients are communicated with effectively in relation to their appointments/admissions
and that appointments are in line with the Trusts access policy, highlighting issues and taking
corrective action where necessary.
Process requests for clinic/ admission changes, cancellations and creations and monitor
attendance at appointments rearranging further appointments as required.
Provide administrative support for a number of consultants within the clinical speciality area or for
the management team, including maintenance of diaries, appointments, co-ordination of leave,
co-ordination of expense forms, correspondence derived from any educational / supervisory or
research activity.
Required to provide cover for other Patient Administrators to ensure a consistent and effective
administration service is always maintained
Person specification
Qualifications, Knowledge And Experience
Essential criteria
Good standard of secondary education with literacy and numeracy skills demonstrable to GCSE 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 straight-forward
Knowledge and experience of secretarial or administrative procedures
Experience as an administrator or secretary in an organisation with a customer focused environment
Desirable criteria
Knowledge of medical terminology
Courses / further study attended to demonstrate evidence of personal development.
Vocational Level 3 qualification in administration/word processing/typing or an equivalent level of experience
Diploma level qualification or an equivalent level of experience
Experience as a medical or patient services secretary linked to a clinical service or customer focused environment.
Proficient in the use of all hospital computerised patient systems.
Experience in understanding and analysing patient pathways.
Knowledge of both local and national targets relating to RTT and cancer pathways
Trust Values
Essential criteria
Patient First
Working Together
Always Improving