Multi-Functional Admin Team Member (Urgent Care)

Portsmouth-Hospitals-University-Nhs-Trust-2; Portsmouth; On-site; GBP 23,000 - 28,000; Full time

Benefits offered by this job

On-site nursery

Wellness centre including gym & pool

Staff networks and development

Job summary

Portsmouth Hospitals University NHS Trust is seeking a Multi-Functional Admin Team Member to support the Urgent Care group. The role covers reception, data entry, and coordination across Acute Medical Unit, SDEC and Short Stay Unit, with a rotating 24/7 monthly rota.

You will assist clinical staff, manage patient notes, and maintain high data quality while handling sensitive information in a demanding environment. NHS experience is desirable, with full training provided.

Qualifications

• Educated to GCSE standard or equivalent.
• Previous administrative experience.
• Work as part of a team and independently.
• Previous clerical/reception experience in a similar role.
• Experience of working in an NHS Trust environment.
• Knowledge of hospital systems (PAS).
• Ability to use a PC with word processing and Windows applications.
• Excellent standards of customer service.
• Knowledge of handling highly sensitive patient information.

Responsibilities

• Provide reception services for SDEC and Acute Medical Unit services.
• Track and file patient notes; ensure data quality.
• Ensure patients on pathways or time‑sensitive follow ups are seen on time.
• Work with consultants to keep pathways up to date.
• Support clinical staff with daily administrative tasks; multi‑functional rotating team.

Skills

Customer service

Communication

Teamwork

Multitasking

Attention to detail

Cross-functional collaboration

Education

GCSE or equivalent

Tools

Hospital information systems (PAS)

Job description

Multi-Functional Admin Team Member (Urgent Care)

• Full-time
• Weekly Hours / Programmed Activities: 37.5
• Salary Band: Band 2
• Staff Group: Administrative and Clerical
• Contract Type: Permanent
• Job Area: Admin and Corporate

Here at Portsmouth Hospitals University NHS Trust, we are proud to provide expert, compassionate care for our local population. We are ranked as the third in the country for research, embedding education and training across the organisation. Our main hub is the Queen Alexandra Hospital, which is one of the largest hospitals on the south coast employing over 8,700 staff.

Our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds because it makes our hospital stronger. If you share our values and our enthusiasm for getting it right for patients, colleagues, and our community, you will find a home at Portsmouth Hospitals University NHS Trust

NHS Band 2 Salary: £25,272 per annum (based on full time hours)
Contract Type: Permanent
Hours Per Week: Full time 37.5 hrs and various part time - minimum 15 hours (2 x 7.5 hour shift)
Shift patterns you will work will include:

• Early – 07:30-15:30
• Late – 15:30-23:30 or13:00-21:00
• Night – 23:30-07:30
• D1 - 08:30 - 16:30

30 - 37.5hrs per week – Mix of early, late, night shifts inclusive of 1 full weekend working (Saturday and Sunday), 1 Saturday working, 1 Sunday working, and 1 weekend off.
15 - 22.5hrs per week – Mix of early, late, night shifts inclusive of 2 weekend working either full weekends or either Saturday/Sunday.

We are looking for a dedicated Multi-Function Admin Team Member to join our team within the Urgent Care Group. You will be at the heart of our busy, fast paced areas supporting our clinical staff and ensuring the smooth operation of daily administrative tasks.This role includes working as part of a multifunctional internally rotating team across a variety of roles on a monthly rota which runs 24 hours a day, seven days a week, 365 days a year.

Job Summary

The roles are across the Acute Medical Unit, Medical Same Day Emergency Care (SDEC) and Short Stay Unit which include:

• Inpatient admissions, transfers, and discharges
• Providing reception services for our SDEC and Acute Medical Unit services
• Tracking and filing of patient notes
• Data Quality
• Ensure that patients on pathways or time sensitive follow ups are seen within appropriate timeframes to follow up and close DNA’s
• Work alongside consultants to bring existing pathways up to date

As our ideal candidate, you should have excellent communication skills, a keen eye for detail, a proactive approach to problem solving and be able to demonstrate resilience. We are looking for team players who can handle multiple tasks, demonstrate flexibility, and are committed to providing outstanding service to both our staff and patients.

This is a high demanding role in a potentially distressing environment and you will be required to participate in lone working.Previous NHS administrative experience is desirable, but not essential as you will undergo full training with the team.

What we can offer you

In return, we offer a supportive and dynamic working environment where you will gain valuable experience within the NHS. You will have the opportunity to develop your skills in a variety of administrative duties, including data entry, patient coordination, and communication with healthcare professionals. As part of our diverse and dedicated team, you will receive full training and support to ensure your success in the role.

Additionally the post offers access to NHS benefits, and opportunities for career development within the organisation. If you are passionate about making a difference in a healthcare setting and enjoy working as part of a team, we would love to hear from you.

For full job details and person specification please refer to enclosed job description.

• Educated to GCSE standard or equivalent.

Experience

• Previous administrative experience
• Workedas part of a team and Independently
• Previous clerical/reception experience in a similar role
• Experience of working in an NHS Trust environment

Skills and Knowledge

• Working knowledge of clerical procedures.
• Excellent standards of customer service
• Knowledge of dealing with highly sensitive / patient confidential information.
• Ability to use a personal computer with knowledge of word processing, and Windows applications.
• Ability to cope with occasionally unpleasant working conditions and exposure to acute complex situations, anxious and distressed patients and relatives and care of the seriously / terminally injured or ill.
• Effective communicator both orally and on paper
• Skill in working with cross-functional teams
• Knowledge of Hospital systems (i.e. PAS)
• Ability to understand and work with administrative and medical processes and practises.

The health and wellbeing of our staff is at the forefront of everything we do. We are proud to be able to offer our staff some fantastic benefits including our on-site Nursery, access to our free Beach Hut for those long summer days, our on-site Wellness Centre including a gym and a swimming pool, access to our fantastic staff networks including LGBTQ, Race Equality and DisAbility, and awards ceremonies to recognise your achievements. We believe we can offer support to all of our staff when they need it the most.

We welcome the unique contributions that you can bring in terms of your education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, colour, religion, disability, sexual orientation, and beliefs.

All of our hospitals operate a strict no smoking policy. Smoking cigarettes or tobacco products is not allowed on any of the grounds or in any of the buildings run by us. This applies to patients, staff, carers and visitors to Trust premises.

Our goal is to improve the health and wellbeing of everyone we care for and, by making sure that our NHS services are smoke-free, we benefit the health of people who use our services as well as the health of the people who work for us.