Job summary An exciting opportunity has arisen for a Unit Administrator to support the Neuro Intensive Care team within Critical Care at University Hospital Southampton. This role will provide Neuro ICU with administration support for the consultant team, medical Staff, nursing and other team of the unit. Main duties of the job Attached you will find the person specification document which provides more detail about the essential and desirable skills and experience needed for this role. We highly recommend you review this document and use it when completing your application as these criteria are used by hiring managers as guidance during shortlisting. For an overview of the main duties of the role please see the 'Job Description and Main Responsibilities' section below. To understand the day-to-day responsibilities in more detail please read the full job description document attached. About us 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. Date posted 27 February 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Per annum - Pro rata Contract Fixed term Working pattern Full-time, Part-time Reference number 188-AC150225 Job locations CC Critical Care Admin Team Tremona Road Southampton SO16 6YD Job description Job responsibilities To provide a comprehensive secretarial and administrative service to the Critical Care teams of Neuro ICU including Matron/Clinical Lead, Consultant/senior nursing staff and junior medical staff A) To maintain Health roster with the correct shifts for medical/nursing staff, manage annual leave, study leave, maternity/paternity leave and sickness and to highlight any frequent episodes or concerns including HR advice.B) To provide a comprehensive secretarial service to the Care Group, Unit Clinical Lead and Matron, Consultants and Senior Nurses and junior medical staff.C) To create and format spreadsheets and forms for specific purposes, as required. To accurately input, updates and retrieves data using a variety of data collection systems (electronic and paper-based) including dbrotas, CLWRota, HR, NHSP, ESR Spreadsheets etc. and any new systems that may be introduced in the future. Please see Job Description for other details Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to Hampshire and Isle of Wight ICB, Southern Health FT, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton FT, Solent NHS Trust, South Central Ambulance Service or Hampshire Hospitals FT Job description Job responsibilities To provide a comprehensive secretarial and administrative service to the Critical Care teams of Neuro ICU including Matron/Clinical Lead, Consultant/senior nursing staff and junior medical staff A) To maintain Health roster with the correct shifts for medical/nursing staff, manage annual leave, study leave, maternity/paternity leave and sickness and to highlight any frequent episodes or concerns including HR advice.B) To provide a comprehensive secretarial service to the Care Group, Unit Clinical Lead and Matron, Consultants and Senior Nurses and junior medical staff.C) To create and format spreadsheets and forms for specific purposes, as required. To accurately input, updates and retrieves data using a variety of data collection systems (electronic and paper-based) including dbrotas, CLWRota, HR, NHSP, ESR Spreadsheets etc. and any new systems that may be introduced in the future. Please see Job Description for other details Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to Hampshire and Isle of Wight ICB, Southern Health FT, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton FT, Solent NHS Trust, South Central Ambulance Service or Hampshire Hospitals FT Person Specification Physical requirements of the post Essential Health and physical abilities sufficient for the post (if necessary with reasonable adjustments with respect to the Equality Act/Disability Discrimination Act). Qualifications / training required Essential As a minimum, to be educated to GCSE (or equivalent) standard, with a pass in English and Maths. Knowledge of business and administration, developing new procedure and practice, acquired through training or experience to Vocational level 4 NVQ standard Desirable Experience of the NHS Evidence of further professional development. Degree or equivalent Previous or relevant experience necessary Essential Experience as a PA or Secretary in a customer-focused environment. Office management experience Well versed in the use of Microsoft Office, particularly Outlook, Word and Excel. Desirable Previous experience of working in a busy hospital environment. Working within an acute hospital setting Experience of UHS & IT systems (Healthroster, EDOCs, Oracle) Experience of procurement order process and maintain Trust standards for preferred suppliers Experience line managing staff Aptitudes and skills required Essential Able to prioritise and manage a large and conflicting workload. Ability to work under pressure. Organisational and interpersonal skills. Excellent telephone/communication skills. Ability to compose correspondence from fragmented instructions. Ability to work with a range of factors to overcome problems that may impact on service delivery Ability to make judgements and decisions for managing annual leave and sickness processes in the department. Forward planning Desirable Ability to lead on process for additional payment claims, to process and compile reports in regular communication with stakeholders to ensure accuracy and achieve deadlines. Special requirements of the post Essential Confident in dealing with people at all levels and a range of professionals. Able to demonstrate discretion and confidentiality at all times Desirable Able to be flexible with working hours if required. Trust Values Essential Patient First Working Together Always Improving Person Specification Physical requirements of the post Essential Health and physical abilities sufficient for the post (if necessary with reasonable adjustments with respect to the Equality Act/Disability Discrimination Act). Qualifications / training required Essential As a minimum, to be educated to GCSE (or equivalent) standard, with a pass in English and Maths. Knowledge of business and administration, developing new procedure and practice, acquired through training or experience to Vocational level 4 NVQ standard Desirable Experience of the NHS Evidence of further professional development. Degree or equivalent Previous or relevant experience necessary Essential Experience as a PA or Secretary in a customer-focused environment. Office management experience Well versed in the use of Microsoft Office, particularly Outlook, Word and Excel. Desirable Previous experience of working in a busy hospital environment. Working within an acute hospital setting Experience of UHS & IT systems (Healthroster, EDOCs, Oracle) Experience of procurement order process and maintain Trust standards for preferred suppliers Experience line managing staff Aptitudes and skills required Essential Able to prioritise and manage a large and conflicting workload. Ability to work under pressure. Organisational and interpersonal skills. Excellent telephone/communication skills. Ability to compose correspondence from fragmented instructions. Ability to work with a range of factors to overcome problems that may impact on service delivery Ability to make judgements and decisions for managing annual leave and sickness processes in the department. Forward planning Desirable Ability to lead on process for additional payment claims, to process and compile reports in regular communication with stakeholders to ensure accuracy and achieve deadlines. Special requirements of the post Essential Confident in dealing with people at all levels and a range of professionals. Able to demonstrate discretion and confidentiality at all times Desirable Able to be flexible with working hours if required. Trust Values Essential Patient First Working Together Always Improving Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name University Hospital Southampton NHS Trust Address CC Critical Care Admin Team Tremona Road Southampton SO16 6YD Employer's website https://www.uhs.nhs.uk/home.aspx (Opens in a new tab)