Administration Team Leader

University Hospital Southampton NHS FT; Southampton; On-site; GBP 32,000 - 42,000; Full time

Job summary

University Hospital Southampton NHS Foundation Trust is seeking an Administration Team Leader to join the Clinic Support Team based in the Outpatient Administration Centre at Southampton General Hospital.

You will lead a team of administrators, manage rosters and workflow, ensure data accuracy and compliance, and deliver patient-centred services while meeting national targets.

Qualifications

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

Responsibilities

• Lead and manage a team of administrators, including recruitment, performance management, attendance, training, and annual appraisals.
• Oversee and coordinate all administrative operations, including duty rosters, patient-pathway processes, workload allocation, data accuracy, and compliance with policies and SOPs.
• Ensure high-quality, patient-focused service delivery, including meeting national targets, resolving enquiries, managing confidential information, and escalating delays or issues impacting patient care.
• Maintain governance, reporting, and communication standards, including preparing documentation, taking minutes, analysing data, producing reports, and liaising with managers over complaints or service issues.
• Manage resources and departmental support functions, such as authorising timesheets and orders and ensuring staff uphold customer service expectations.

Skills

Administrative experience

Training delivery experience

Communication skills

Education

NVQ Level 4 or equivalent

GCSE English & 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 Overview

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

Job Title: Administration 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 as a Team Leader within our Clinic Support Team based in the Outpatient Administration Centre.

The role will require you to be responsible for overseeing our reception desks at Southampton General Hospital and assigning daily tasks to your team of Administrators and working towards deadline for patients to be seen.

We are looking for a pro‑active, dynamic individual to work in this fast paced environment, who is able to be reactive to urgent requests from our stakeholders and work to extremely tight deadlines.

Someone who is highly innovative and self‑motivated individual who will deliver a first class service to all of our patients.

Your duties will include;

• Lead and manage a team of administrators, including recruitment, performance management, attendance, training, and annual appraisals.
• Oversee and coordinate all administrative operations, including duty rosters, patient‑pathway processes, workload allocation, data accuracy, and compliance with policies and SOPs.
• Ensure high‑quality, patient‑focused service delivery, including meeting national targets, resolving enquiries, managing confidential information, and escalating delays or issues impacting patient care.

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

The successful candidate will be responsible for

• leading and managing a team of administrators, including recruitment, performance management, attendance, training, and annual appraisals.
• Oversee and coordinate all administrative operations, including duty rosters, patient‑pathway processes, workload allocation, data accuracy, and compliance with policies and SOPs.
• Ensure high‑quality, patient‑focused service delivery, including meeting national targets, resolving enquiries, managing confidential information, and escalating delays or issues impacting patient care.
• Maintain governance, reporting, and communication standards, including preparing documentation, taking minutes, analysing data, producing reports, and liaising with managers over complaints or service issues.
• Manage resources and departmental support functions, such as authorising timesheets and orders and ensuring staff uphold customer service expectations.

We are looking for a pro‑active, dynamic individual to work in this fast paced environment, who is able to be reactive to urgent requests from our stakeholders and work to extremely tight deadlines.

Someone who is highly innovative and self‑motivated individual who will deliver a first class service to all of our patients.

Maintain governance, reporting, and communication standards, including preparing documentation, taking minutes, analysing data, producing reports, and liaising with managers over complaints or service issues.

Manage resources and departmental support functions, such as authorising timesheets and orders and ensuring staff uphold customer service expectations.

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

• Previous experience of working in an acute hospital setting
• Competent in the use of ESR and Healthroster
• Supervisory or office management experience

Trust Values

Essential criteria

• Patient First
• Working Together
• Always Improving