Patient Administrator

University Hospitals Dorset; Poole, Christchurch; On-site; GBP 21,000 - 25,000; Full time

Job summary

University Hospitals Dorset is seeking an Outpatient Administrator to provide appointment booking and patient pathway coordination. You will liaise with Consultants, medical secretaries, and the Primary Care Trust to ensure efficient flow of patients across the Trust's sites.

The role requires excellent communication, accuracy, and the ability to multitask in a busy environment. Rotational shifts cover 07:30–18:00, with base locations at Poole Hospital or Royal Bournemouth, and flexibility to

Qualifications

• Educated to GCSE standard to include English Language and Mathematics Grade C or above (or equivalent).
• NVQ Level 3 in Customer Service and Administration, or equivalent knowledge base
• Experienced user of University Hospitals Dorset outpatient IT appointment system, eCAMIS / EPR knowledge

Responsibilities

• Answer and book patient appointments from referrals and inquiries.
• Provide a welcoming receptionist service and direct patients through the pathway.
• Manage telephone and data input tasks with accuracy and efficiency.
• Coordinate with consultants, medical secretaries, and Primary Care Trust.
• Work across sites (Poole Hospital, Royal Bournemouth, Canford House) as required.
• Support clinics by ensuring rooms and clinics are prepared for clinicians and patients.

Skills

Excellent communication

Teamwork

Customer service

Confidentiality

Microsoft Office

Attention to detail

Typing accuracy

Education

GCSE English & Maths

NVQ Level 3 in Customer Service & Admin

eCAMIS / EPR knowledge

Tools

eCAMIS / EPR

Job description

As University Hospitals Dorset we are a three site acute trust with ‘university hospital’ status through our partnership with Bournemouth University, working with an annual budget of £730m.

We offer highly regarded health services, employing some 10,000 staff. Our ambitious £500m transformation programme is well on the way to delivering state-of-the-art facilities over the next two years to meet the current and future healthcare needs of the populations we serve.

In an Area of Outstanding Natural Beauty with over seven miles of sandy beaches you’ll find inspirational opportunities to achieve your perfect work/life balance. With the New Forest and the Purbecks on our doorstep, we’re also less than three hours from London by road or train. The thriving towns of Poole, Bournemouth and Christchurch give way to idyllic villages and unspoilt landscapes just minutes from our hospitals.

We believe that having a diverse workforce, and allowing people to be themselves, is essential in ensuring we offer an inclusive, welcoming and productive place to work.

We especially welcome applications from minority groups in the community who may be underrepresented in our workforce.

At UHD our active staff network groups are the Women's Network, Black Asian Minority Ethnic Group (BAME), Pride Network, European (EU), Pro Ability Staff Network, and the Armed Forces Support Group.

As a Trust we are proudly signed up to the Disability Confident and Armed Forces Covenant guaranteed interview schemes.

We are aware that some candidates may choose to use AI tools to support the preparation of their application. While this is not discouraged, we kindly remind applicants that submissions should remain an honest and accurate representation of your own experience and suitability. Personal integrity is an important part of the recruitment process.

Job overview

This full time Outpatient Administrator role provides a caring service to our patients at UHD.

The role involves providing an appointment booking service, liaising with Consultants, medical secretaries, the Primary Care Trust and other departments in the Trust. This job will be based at Royal Bournemouth, Canford House, Wallisdown Road or Poole Hospital - Longfleet Road. There will be a requirement to be flexible to work across all sites at certain times.

The Administrators book patient appointments from referral letters and are the first point of contact on the patient's pathway through the hospital.

Interview: 9th November

Main duties of the job

To succeed in this role you will need to possess good communication skills and have a passion to deliver outstanding service to our patients. Accuracy and attention to detail are essential requirements together with the ability to multitask in a busy environment. Good team skills are also an essential requirement.

This role involves data input, providing an efficient telephone service and assisting patients with their appointments. You may also be required to provide a welcoming receptionist service to our patients attending the Outpatient clinics, which includes checking patient's details, booking follow up appointments and ensuring the clinics are ready for the clinicians and patients.

The Outpatients Department is an exciting place to work in and for many patient's the 'window of the hospital'. We look after approximately 200,000 patients per annum and aim to provide an excellent and caring service at all times. It is a friendly environment with the administrators providing clerical support to our clinical colleagues. The department operates between the hours of 07.30 and 18.00 and staff work on a rotational shift basis.

Base Location: Poole Hospital - Longfleet Road, Canford House - Royal Bournemouth

Working for our organisation

UHD are investing, developing and transforming Trust services in line with the New Hospital Programme. As part of this, some services may move site this year or next, either temporarily or permanently. Recruiting Managers will be happy to answer any service‑specific questions at interview.

If a role or service relocates as part of a planned move, excess mileage will not be reimbursed. Travel from home to the new work base will be classed as a normal commute. Any other changes will be managed under Trust or national terms and conditions.

UHD has active networks including Women's, DEN, Pride, EU, Pro Ability, and Armed Forces. We support Disability Confident and Armed Forces Covenant interview schemes.

AI tools may be used, but applications must honestly reflect your own skills and experience. Integrity is key to our recruitment process

Detailed job description and main responsibilities

To understand the role in more detail please read the full job description and person specification documents which are attached to this advert.

Person specification

Qualifications

• Educated to GCSE standard to include English Language and Mathematics Grade C or above (or equivalent).
• NVQ Level 3 in Customer Service and Administration, or equivalent knowledge base
• Experienced user of University Hospitals Dorset outpatient IT appointment system, eCAMIS / EPR knowledge

Experience

• Experience of clerical duties in an office/administration environment
• Experience in the use of IT / computer skills
• Experience of working in the NHS or on a reception desk

Skills

• Excellent communications in person, via telephone and written
• Ability to respond to a range of people in a courteous and professional manner
• Ability to work as part of a busy team and also own initiative
• Ability to deal with emotionally stressful situations and resolve confrontational issues both face to face and via telephone
• To understand and be able to maintain confidentiality
• Competent in using Microsoft Office Software
• Able to demonstrate attention to detail and to work with accuracy when undertaking repetitive tasks
• Good keyboard skills requiring high percentage of accuracy.

Attributes

• Able to prioritize own workload and to work to deadlines.
• Ability to work and remain calm under pressure

Please note:

Staff recruited are expected to be available to work flexibly across all our Trust locations to meet service demands.

This advert may be closed early if sufficient applications are received.

COVID-19 vaccination remains the best way to protect yourself and our patients from the virus when working in our healthcare settings. Whilst this vaccination is not a condition of employment we do encourage our staff to get vaccinated.

Internal Candidates: staff employed prior to merger who voluntarily change jobs will be appointed to UHD terms and conditions.