Team Administrator

2 weeks ago


Southampton, United Kingdom University Hospital Southampton NHS Foundation Trust Full time

The eye unit at Southampton is going through an exciting time after a multimillion-pound expansion to its outpatient department and as part of that we are looking for additional Speciality Administator Team Clerks to join our Glaucoma Team within the Eye Unit here at University Hospital Southampton. This team ensures that patients receive excellent customer service throughout their journey, ensuring the appropriate booking of appointments, the preperation of clinics and the answering of patient queiries.

We are a friendly and supportive team and are willing to give full training to any member of staff. We have full time and part positions available so if you would like a varied role, supporting our multiple disciplinary healthcare team, and the ability to truly makes a difference to people’s lives daily we would like to hear from you. Our teams working hours cover 8AM-6PM with an expansion to cover Saturday in the future.

As a member of the team, your duties will involve making patient appointments, rescheduling appointments, and prepping clinic packs for patients. You may also be responsible for booking specialist treatments such as lasers or injections. You will be the first point of contact for patients and will be able to assist them with telephone queries to provide an effective administration service. There may also be some reception work involved.

What we can offer you

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.

All non-clinical roles may involve a mixture of on site and remote working, Specific details and flexible working options can be discussed as part of the interview process. 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 20% lower than London and 14 schools rated outstanding by Ofsted.

Please see the documents attached for a full job description and personal specification
- General administrative duties for the department such as faxing, filing, photocopying and distribution of mail.
- Register referrals and make arrangements for clinical grading.
- Arrange outpatient appointments, confirming, cancelling and changing appointments as necessary for both the out patients appointments and injection procedure appointments adhering to the strict guidelines for the service.
- Create, maintain and make additions to waiting lists.
- Arrange transport and translation services where necessary.
- Ensure appointments/admissions are in line with the Trust’s access policy, highlighting issues and taking corrective action where necessary.
- Process requests for clinic/admission changes, cancellations and creations.
- Deal with concerns / complaints as appropriate, immediately
- Register new patients and raise new medical records using the hospital administration system.

We are looking for someone to provide an excellent customer service to patients, relatives/carers and to external agencies.

You will need to be able to work in a calm, logical and methodical way but be able to multi - task whilst dealing with frequent interruptions, you must also possess effective communication skills. You must be confident, diplomatic, and able to work in a busy environment with a pleasant disposition. This role is varied and busy so you will need to have a flexible approach to a demanding workload and changing priorities. You will need to have a high standard of spelling and grammar and be committed to learn and develop.

You will need to demonstrate compassion, patience and calmness. Due to the nature of this role a high level of organisation is essential to deal with the conflicting work demands. We are also looking for you to have the ability to work independently, seeking guidance where necessary.

Additional information

Interviews will be held on 29th June 2023

Should you have any queries, please use the contact details below to get in touch.


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