Patient Administrator

University Hospital Southampton NHS Foundation Trust; Southampton; On-site; GBP 22,000 - 26,000; Full time

Benefits offered by this job

Outstanding training and development

Flexible working environment

Secondment opportunities

Job summary

University Hospital Southampton NHS Foundation Trust is looking for Patient Administrators and Ward Secretaries who are committed to providing exceptional administrative support. The positions offer both full-time and part-time options within a dynamic and rewarding environment.

You will play a critical role in enhancing the patient experience through effective communication and coordination of services. Ideal candidates are empathetic, detail-oriented, and proficient in Microsoft Office.

Qualifications

• Experience in a healthcare or administrative role preferred.
• Ability to work as part of a team and independently.
• Skills in managing communications and appointments.

Responsibilities

• Administer patient services and coordinate appointments.
• Provide exceptional customer service to patients.
• Collaborate with clinical staff to ensure effective communication.

Skills

Administrative skills

Proficiency in Microsoft Office

Strong communication skills

Empathy

Attention to detail

Education

High school diploma or equivalent

Tools

Microsoft 365

Job description

Hours: Full time, Part time - 37.5 hours per week (Full time and Part time)

Job ref: 188-FTAC020426

Site: University Hospital Southampton

Town: Southampton

Closing: 17/07/2026

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

Please see below for detailed job description of the role.

Do you thrive in a fast-paced environment? Are you passionate about delivering exceptional administrative support that enhances the patient experience and journey?

We are seeking a range of Patient Administrators, Patient Services Centre Administrators and Ward Secretaries to join our Trust.

These roles are essential to the seamless operation of our services and have a significant impact on our patients’ experiences.

Your responsibilities will be varied and include direct communication with patients and healthcare professionals, coordinating appointment bookings, managing correspondence and actions from outpatient clinics, and ensuring the smooth flow of information between clinicians and support services.

This is a full-time role, working 37.5 hours per week across a shift pattern, supporting the delivery of a continuous service.

UHS offers outstanding training and development opportunities to help you achieve your career aspirations. Supporting the growth of our staff is fundamental to delivering high-quality, safe, and effective care. We provide a nurturing environment for professional development, and internal applicants looking to gain experience in different roles or areas of the hospital may be considered for secondment opportunities.

Positions are available at Southampton General Hospital, Adanac Park, Royal South Hants Hospital, Princess Anne Hospital, and Lymington Hospital.

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.

At UHS we’re committed to providing a flexible working environment where possible. Whether you are balancing family, study, or your wellbeing with your career, we want to support you so you can help our patients.

At UHS, we proudly champion individuality, recognizing 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.

There are several different Band 3 Administrator roles throughout the Trust that you may be allocated to. Below is a brief description of the main responsibilities of these roles.

Ward Secretary

This is an excellent opportunity for an organised individual with attention to detail and proficiency in Microsoft Office, who is eager to collaborate with various nursing professionals and the wider multidisciplinary team (MDT). Full-time and part-time positions are available.

Main Responsibilities:

• Collaborate closely with ward leaders to provide administrative support in cancer care.
• Prepare documentation, communicate with stakeholders, and use Microsoft 365 to organise and schedule meetings on behalf of the Line Manager.
• Deliver exceptional customer service by providing a professional telephone service, taking accurate messages, and offering information and guidance as appropriate.

Patient Administrator

We are looking for highly motivated and proactive individuals to join our busy department as Patient Administrators. In this role, you will build strong relationships with consultants, administrative teams, nursing staff, and external providers, ensuring a smooth patient pathway through the department.

Strong written and verbal communication skills, along with the ability to work both independently and as part of a team, are essential. You will also provide cross-cover for other administrators to maintain consistent and effective administration services.

Working closely with your team of consultants, your duties will vary but will include direct communication with patients and healthcare professionals, arranging appointments, managing correspondence from outpatient clinics, and facilitating the flow of information among clinicians and support services. Full-time and part-time positions are available.

Main Responsibilities:

• Confidently use Microsoft systems, working with minimal supervision and demonstrating a tactful, sensitive approach to challenging situations.
• Exhibit empathy and excellent communication skills, acting as the first point of contact by handling telephone calls, emails, and visitors, by responding promptly and efficiently to queries, or redirecting them to the appropriate person/department.
• Thrive under pressure and prioritise your workload effectively. Collaborate with a large team, demonstrating flexibility in multitasking and covering for colleagues as needed. Communicate effectively with ward teams, matrons, divisional nursing staff, consultants, ward administrators, and patients.
• Familiarity with the Trust's electronic systems is advantageous but not essential, as training will be provided.

We approach our conversations with patients with compassion and respect, recognising that this is a particularly challenging time for them. We seek candidates who are empathetic and capable of handling difficult conversations.

If you are resilient and proactive, with the ability to thrive in a fast‑paced environment and respond to urgent requests from our stakeholders while meeting tight deadlines, we want to hear from you.

Effective communication with care groups is essential to inform them of any capacity issues or patients at risk of breaching, as well as attending weekly meetings and following the necessary escalation procedures.

This role requires close attention to detail and the ability to quickly assimilate information. Full-time and part-time positions are available.

Outpatient Administrator Centre (OAC)

The OAC staff are dedicated and hardworking, often serving as the first point of contact for patients. Their responsibilities include:

• Handling approximately 20,000 calls each month from patients.
• Booking over 650,000 outpatient appointments annually, across 50 specialties within the Trust.
• Managing clinic schedules, rescheduling, and canceling appointments, and filling new clinic slots.
• Covering reception desks at all our locations, checking patients in, scheduling follow-up appointments, and addressing queries.
• Preparing patient packs for outpatient clinics.

Our service operates from 7am to 6pm – Monday to Friday, and from 8am to 4:30pm on Saturdays.

You will be expected to work flexibly within these core hours.

There are roles across the Trust, including in care groups such as Surgery, Outpatient Administration Centre, Pharmacy, Cancer Care and more. Please indicate in your application if there is an area that you would be particularly interested in.