Job summary 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 Do you thrive in a fast-paced environment? Are you passionate about delivering exceptional administrative support that enhances the patient experience and journey? We are seeking a range of Patient Administrators, Patient Services Centre Administrators and Ward Secretaries to join our Trust. This role is essential for the seamless operation of our services and significantly impacts our patients' experiences. In collaboration with your team of consultants, you will provide comprehensive administrative support. Your responsibilities will be diverse and will include direct communication with patients and healthcare professionals, coordinating appointment bookings, managing correspondence and actions from outpatient clinics, and ensuring the smooth flow of information among various clinicians and support services. UHS offers outstanding training and development opportunities to help you achieve your career aspirations. Supporting the growth of our staff is fundamental to delivering high-quality, safe, and effective care. We provide a nurturing environment for professional development, and internal applicants seeking to gain experience in different roles or areas of the hospital may be considered for secondment opportunities. Positions are available at Southampton General Hospital, Royal South Hants Hospital, Princess Anne Hospital, and Lymington Hospital. About us As one of the largest acute teaching Trusts in England, we provide numerous learning and development opportunities to help you reach your career goals. UHS has received a 'Good' rating from the CQC, and in the most recent national NHS Staff Survey, we ranked in the top 10 acute trusts for staff engagement and for staff recommending us as a place to work or receive care. Some non-clinical roles may include a blend of on-site and remote work, with specific details and flexible working options available for discussion during the interview process. UHS employees can take advantage of various NHS discounts, enjoy a minimum of 35 days of paid holiday (pro rata), and benefit from a generous pension scheme. Southampton is a vibrant place to live and work, located on the south coast with an international airport and direct train connections to London. The stunning New Forest National Park and the beaches of the Jurassic Coast are just a stone's throw away. Additionally, living costs in Southampton are approximately 20% lower than those in London, and the city boasts 14 schools rated outstanding by Ofsted. Date posted 05 November 2024 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum (pro rata) Contract Permanent Working pattern Full-time, Part-time Reference number 188-FTAC021124 Job locations Southampton General Hospital Tremona Road Southampton SO16 6YD Job description Job responsibilities Ward Secretary This is an excellent opportunity for an organized individual with attention to detail and proficiency in Microsoft Office, who is eager to collaborate with various nursing professionals and the wider multidisciplinary team (MDT). Full-time and part-time positions are available. Main Responsibilities: Collaborate closely with ward leaders to provide administrative support in cancer care. Prepare documentation, communicate with stakeholders, and use Microsoft 365 to organize 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 We are looking for highly motivated and proactive individuals to join our busy department as Patient Administrators. In this role, you will build strong relationships with consultants, administrative teams, nursing staff, and external providers, ensuring a smooth patient pathway through the department. Strong written and verbal communication skills, along with the ability to work both independently and as part of a team, are essential. You will also provide cross-cover for other patient pathway coordinators to maintain consistent and effective administration services. Working closely with your team of consultants, your duties will vary but will include direct communication with patients and healthcare professionals, arranging appointments, managing correspondence from outpatient clinics, and facilitating the flow of information among clinicians and support services. Full-time and part-time positions are available. Main Responsibilities: Confidently use Microsoft systems, working with minimal supervision and demonstrating a tactful, sensitive approach to challenging situations. Exhibit empathy and excellent communication skills, acting as the first point of contact by handling telephone calls, emails, and visitors, responding promptly and efficiently to queries, or redirecting them to the appropriate person/department. Thrive under pressure and prioritize your workload effectively. Collaborate with a large team, demonstrating flexibility in multitasking and covering 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, as training will be provided. Patient Services Administrator We approach our conversations with patients with compassion and respect, recognizing that this is a particularly challenging time for them. We seek candidates who are empathetic and capable of handling difficult conversations. If you are resilient and proactive, with the ability to thrive in a fast-paced environment and respond to urgent requests from our stakeholders while meeting tight deadlines, we want to hear from you. Effective communication with care groups is essential to inform them of any capacity issues or patients at risk of breaching, as well as attending weekly meetings and following the necessary escalation procedures. This role requires close attention to detail and the ability to quickly assimilate information. Full-time and part-time positions are available. Main Responsibilities: The Patient Services Centre (PSC) staff are dedicated and hardworking, often serving as the first point of contact for patients. Their responsibilities include: Handling approximately 20,000 calls each month from patients. Booking over 650,000 outpatient appointments annually across 50 specialties within the Trust. Managing clinic schedules, rescheduling, and cancelling appointments, and filling new clinic slots. Covering reception desks at all our locations, checking patients in, scheduling follow-up appointments, and addressing queries. Preparing patient packs for outpatient clinics. Our service operates from 7 AM to 6 PM Monday to Friday and from 8 AM to 4:30 PM on Saturdays, and you will be expected to work flexibly within these core hours. Job description Job responsibilities Ward Secretary This is an excellent opportunity for an organized individual with attention to detail and proficiency in Microsoft Office, who is eager to collaborate with various nursing professionals and the wider multidisciplinary team (MDT). Full-time and part-time positions are available. Main Responsibilities: Collaborate closely with ward leaders to provide administrative support in cancer care. Prepare documentation, communicate with stakeholders, and use Microsoft 365 to organize 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 We are looking for highly motivated and proactive individuals to join our busy department as Patient Administrators. In this role, you will build strong relationships with consultants, administrative teams, nursing staff, and external providers, ensuring a smooth patient pathway through the department. Strong written and verbal communication skills, along with the ability to work both independently and as part of a team, are essential. You will also provide cross-cover for other patient pathway coordinators to maintain consistent and effective administration services. Working closely with your team of consultants, your duties will vary but will include direct communication with patients and healthcare professionals, arranging appointments, managing correspondence from outpatient clinics, and facilitating the flow of information among clinicians and support services. Full-time and part-time positions are available. Main Responsibilities: Confidently use Microsoft systems, working with minimal supervision and demonstrating a tactful, sensitive approach to challenging situations. Exhibit empathy and excellent communication skills, acting as the first point of contact by handling telephone calls, emails, and visitors, responding promptly and efficiently to queries, or redirecting them to the appropriate person/department. Thrive under pressure and prioritize your workload effectively. Collaborate with a large team, demonstrating flexibility in multitasking and covering 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, as training will be provided. Patient Services Administrator We approach our conversations with patients with compassion and respect, recognizing that this is a particularly challenging time for them. We seek candidates who are empathetic and capable of handling difficult conversations. If you are resilient and proactive, with the ability to thrive in a fast-paced environment and respond to urgent requests from our stakeholders while meeting tight deadlines, we want to hear from you. Effective communication with care groups is essential to inform them of any capacity issues or patients at risk of breaching, as well as attending weekly meetings and following the necessary escalation procedures. This role requires close attention to detail and the ability to quickly assimilate information. Full-time and part-time positions are available. Main Responsibilities: The Patient Services Centre (PSC) staff are dedicated and hardworking, often serving as the first point of contact for patients. Their responsibilities include: Handling approximately 20,000 calls each month from patients. Booking over 650,000 outpatient appointments annually across 50 specialties within the Trust. Managing clinic schedules, rescheduling, and cancelling appointments, and filling new clinic slots. Covering reception desks at all our locations, checking patients in, scheduling follow-up appointments, and addressing queries. Preparing patient packs for outpatient clinics. Our service operates from 7 AM to 6 PM Monday to Friday and from 8 AM to 4:30 PM on Saturdays, and you will be expected to work flexibly within these core hours. Person Specification Qualifications, Knowledge & Experience Essential 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 Experience as an administrator or secretary in an organisation with a customer focused environment 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 Desirable 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 Values & Behaviours Essential Patients First Always Improving Working Together Person Specification Qualifications, Knowledge & Experience Essential 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 Experience as an administrator or secretary in an organisation with a customer focused environment 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 Desirable 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 Values & Behaviours Essential Patients First Always Improving Working Together 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 Southampton General Hospital Tremona Road Southampton SO16 6YD Employer's website https://www.uhs.nhs.uk/home.aspx (Opens in a new tab)