Patient Administrator – University Hospital Southampton NHS FT
Join University Hospital Southampton NHS Foundation Trust (UHS) as a Patient Administrator. UHS is delighted to offer a range of positions across Southampton General Hospital, Royal South Hants Hospital, Princess Anne Hospital, and Lymington Hospital. The role is essential for the seamless operation of services and significantly impacts patient experiences.
Job Overview
We are looking for highly motivated, proactive individuals to support consultants, administrative teams, nursing staff, and external providers. You will be the first point of contact, handling calls, emails, and appointments while ensuring accurate documentation and smooth information flow across clinicians and support services.
Key Responsibilities
* Ward Secretary (Band 3) – Collaborate with ward leaders, provide administrative support in cancer care, organise meetings with Microsoft 365, and deliver professional telephone service with accurate message taking.
* Patient Administrator – Build strong relationships with consultants, coordinate patient pathways, arrange appointments, manage correspondence from outpatient clinics, and cross‑cover for other coordinators. Responsibilities include use of Microsoft systems, empathy‑based communication, workload prioritisation, and collaboration with ward teams.
* Patient Services Administrator (Outpatient Administrator Centre) – Act as the first point of contact for patients, handle approx. 20,000 calls/month, book over 650,000 outpatient appointments annually across 50 specialties, manage clinic schedules, cover reception desks across all locations, and prepare patient packs for outpatient clinics.
Person Specification
Essential Criteria
* Good standard of secondary education (GCSE pass level or equivalent)
* Level 3 or Level 2 qualification in administration/customer service or equivalent experience
* Experience as an administrator or secretary in a customer‑focused environment
* Judgement to solve non‑routine enquiries
* Knowledge of secretarial or administrative procedures
* Microsoft Office skills, especially Excel and Outlook
Desirable Criteria
* Knowledge of medical terminology
* Relevant vocational qualifications (e.g., Level 3 in administration, typing, or word processing)
* 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 analysing patient pathways
* Knowledge of local and national targets relating to RTT and cancer pathways
Working for UHS
UHS offers outstanding training and development opportunities, a supportive environment for professional growth, and flexible working arrangements where possible. We champion inclusivity, an anti‑racist, anti‑discriminatory workplace, and value teamwork, continuous improvement, and patient‑first principles.
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