Admin Team Leader

University Hospital Southampton NHS FT

Southampton

On-site

GBP 28,000 - 36,000

Full time

13 hours ago

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Job summary

University Hospital Southampton NHS Foundation Trust is seeking an Admin Team Leader to join the TRC team. This is a job share with the current Team Lead, requiring 1–2 years of supervisory experience in NHS or equivalent settings.

You will coordinate administrative processes along the patient pathway, lead staff, and uphold high standards of customer service while supporting service targets in a busy hospital environment.

Qualifications

Diploma level qualification or equivalent experience including non-routine admin tasks.
RSA 2-word processing/typing or equivalent experience.
Proficient in Microsoft Word; good knowledge of Excel.
At least 1 year supervisory/management experience.
Knowledge of medical terminology.
Experience as a medical/patient services secretary or related admin role.
Knowledge of hospital systems is advantageous.
Excellent telephone and communication skills.
Able to learn and assimilate information quickly.
Ability to work to deadlines and multi-task.

Responsibilities

Build strong relationships with Patient Services Centre, Pathway Co-ordinators, Medical Secretaries and Ward Clerks; maintain excellent communication and customer service.
Act as subject matter expert for areas and patient pathways; oversee Trust-approved systems.
Coordinate and implement administrative processes along the patient pathway to ensure timely, efficient service delivery.
Set expectations for customer service levels and ensure staff adhere to them.
Highlight delays or bottlenecks in admin/booking processes affecting patient journeys or clinical services.
Ensure patient administration aligns with Trust policies and SOPs.

Skills

Diploma level qualification

RSA 2-word processing/typing

Microsoft Word

Excel

Supervisory/Management experience

Medical terminology

Medical/patient services secretary

Hospital systems knowledge

Telephone/communication skills

Fast learner

Ability to work to deadlines

Flexibility

Education

NVQ Level 4 or equivalent

GCSE English and Maths

Tools

ESR

Healthroster

Job description

Job Overview

University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.

Job Title: Admin Team Leader

Contract Type: Permanent

Under current Home Office rules, this role is not eligible for Skilled Worker visa sponsorship.

Please be advised that this vacancy may close earlier than stated if we receive a large number of applications.

Main duties of the job

This is an exciting opportunity to join our team Admin Team in the TRC. This is a Job Share with the existing Team Lead and would ideally cover 2 full days per week. The successful candidate will have a minimum of 1-2 years experience in a supervisory or management post wither within the NHS or have relevant experience outside the Trust with transferrable skills. You will be able to demonstrate strong leadership and mentoring skills necessary to develop and nurture fellow team members. The successful candidate will be organised and flexible in their approach to the roloe

Working for our organisation

As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to. UHS is rated ‘Good’ by the CQC and in the latest national NHS Staff Survey, we were in the top 10 acute trusts for staff engagement and for staff recommending the hospital as a place to work or receive care.

We support flexible working and will consider requests taking into account the needs of the service. UHS employees are able to access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.

Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 30% lower than London and 17 schools rated outstanding by Ofsted.

We believe that using technology wisely shows strong time management and commitment to innovation. However, personalising 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.

Detailed Job Description And Main Responsibilities

Build strong relationships with the Patient Services Centre, Pathway Co-ordinators, Medical Secretaries, Ward Clerks and other relevant admin, clinical and management staff and maintain excellent communication channels and good customer services.
Act as a subject matter expert for the areas and patient pathways you cover and the Trust approved systems your team use.
Be responsible for the co-ordination and implementation of all administrative processes along the patient pathway to ensure that the patient’s journey is managed efficiently, smoothly and in accordance with targets and agreed timescales.
Set expectations regarding levels of customer services and ensure all staff understand these and maintain them.
Cascade and/or elevate details of any delays or bottlenecks within the administration / booking process which will affect the patient journey and / or delivery of clinical services.
Ensure all patient administration is carried out in line with Trust policies and standard operating procedures.

What we’re looking for

Diploma level qualification or equivalent experience e.g., good knowledge across a range of administrative work procedures including non-routine elements.
RSA 2-word processing/typing or equivalent experience.
Proficient in the use of Microsoft Word and a good Knowledge of Excel spreadsheets.
At least 1 years Supervisory/Management experience.
Knowledge of medical terminology
Experience as a medical or patient services secretary linked to a clinical service or customer focused environment.
Knowledge of hospital systems would be an advantage.
Excellent telephone / communication skills.
Able to learn and assimilate information quickly.
Proven ability to work to deadlines, prioritise and multi-task.
Ability to work under pressure
Reliability – good time keeping
Flexibility – able to work flexibly to accommodate peaks and troughs of activity
Able to demonstrate good work/home life balance.

Person specification

Qualifications, Knowledge And Experience

Essential criteria

NVQ Level 4 or equivalent experience e.g. good knowledge across a range of administrative work procedures including non-routine elements
Educated to GCSE (or equivalent) standard, with a pass in English and Maths
Experience of administration in a customer- focused environment
Experience of dealing with non-routine and complex problems, progress chasing, resource and staff allocation
Ability to compose correspondence from fragmented instructions
Experience in delivering training sessions

Desirable criteria