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
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.
Detailed Job Description And Main Responsibilities
There are several different Band 3 Administrator roles throughout the trust that you may be allocated to. Below is a brief description of the main responsibilities of these roles.
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).
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.
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.
* Thrive under pressure and prioritize your workload effectively.
* 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.
Main Responsibilities:
* 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.
* Covering reception desks at all our locations, checking patients in, scheduling follow-up appointments, and addressing queries.
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 criteria:
* Good standard of secondary education with literacy and numeracy skills demonstrable to GCSE pass level or equivalent standard.
* Level 3 qualification in administration/customer service or equivalent experience.
* Experience as an administrator or secretary in an organisation with a customer-focused environment.
* Microsoft Office skills, especially Excel and Outlook.
Desirable criteria:
* Knowledge of medical terminology.
* Experience as a medical or patient services secretary linked to a clinical service or customer-focused environment.
Values & Behaviours
Essential criteria:
* Patients First
* Always Improving
* Working Together
Employment type: Part-time
Job function: Health Care Provider
Industries: Hospitals and Health Care
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