Band 3 Administrator

University Hospital Southampton NHS FT; Southampton; On-site; GBP 60,000 - 80,000; Full time

Job description

Job Overview

University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to internal candidates. Please see below for detailed job description of the two roles available. Main duties of the job.

Patient Administrator (15 hours)

We are seeking a motivated and passionate part‑time individual who can provide excellent administrative support to our Neonatal and Fetal Medicine specialist services here at Princess Anne Hospital. You will join a valued and dedicated, hard‑working small team of staff who provide essential support to consultant and specialist midwives and ensure the best possible care for our patients. We approach our conversations with patients with compassion and respect, recognising that this is a particularly challenging time for them. Effective communication is essential for this role. We seek candidates who are empathetic and capable of handling difficult conversations.

Admin Assistant – Neonatal Services (22.5 hours)

The Neonatal Intensive Care Unit (NICU) at University Hospital Southampton has recently undergone an exciting expansion, making this a wonderful time to join our friendly and diverse team. We are seeking a warm, welcoming and enthusiastic individual to join us as the Admin Assistant for the Neonatal Unit Service. Based in our newly developed reception area, you will often be the first point of contact for families and visitors entering the unit. For many families, arriving on the unit is unexpected and emotionally overwhelming, as their newborn may require intensive care. In this role, you will help provide reassurance and comfort by offering a kind welcome, showing families around the unit, and ensuring they are aware of the full range of support services available to them. You will also provide essential administrative support to the Band 7 team, enabling them to dedicate more time to direct patient care. This will include helping to establish and maintain our electronic staff records, among other key administrative tasks.

Working for our organisation

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, 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. Specific to this role we are open to discussing flexibility in the hours that you work. Please talk to us at interview about the flexibility you need, and we will explore what’s possible for the role and service. At UHS, we proudly champion individuality, recognising 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.

Detailed Job Description And Main Responsibilities

Patient Administrator (15 hours)

This is a part‑time role and we may be able to offer flexibility providing the service needs are covered. If you are resilient and proactive and respond to urgent requests from our stakeholders while meeting tight deadlines, we want to hear from you.

Admin Assistant – Neonatal Services (22.5 hours)

We are looking for an approachable, friendly individual who can offer a warm and reassuring welcome to the families entering our Neonatal Unit. The role requires a flexible working pattern during the week, and it is essential that applicants have strong IT skills and excellent communication abilities.

Person specification

Qualifications, Knowledge & Experience (Patient Administrator)

Essential criteria

• 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 criteria

• 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

Qualifications, Knowledge & Experience (Admin Assistant)

Essential criteria

• 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
• RSA 2 word processing/typing or equivalent experience
• Proficient in all aspects of Microsoft Office
• Administrative and organisational experience
• Knowledge and experience of secretarial or administrative procedures

Desirable criteria

• Courses / further study attended to demonstrate evidence of personal development
• Diploma level qualification or equivalent experience
• RSA 3
• Proficient in the use of all hospital computerised patient systems
• Knowledge of medical terminology

Trust Values

Essential criteria

• Patients First
• Always Improving
• Working Together