Outpatients Administrator Full Time

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

Please see below for the detailed job description of the role.

This post is only open to internal applicants

Main duties of the job

We are looking for 2 organised and energetic individuals to work in our very busy department as an Outpatient Clerk at Southampton University Hospitals NHS Foundation Trust.

The Oncology and Haematology Department is a large and very busy outpatient clinic department with a dedicated team of staff who co-ordinate the administrative service for patients referred to Cancer Care and ensure the smooth running of the patient’s care pathway.

The successful candidate will provide support to the Outpatient Clerks. The hours are 37.5 per week Monday to Friday, between 08:00 – 18:00.

You will be working closely with this dedicated team of staff to provide a comprehensive administration service for the Oncology Service.

Your duties will be varied but will include direct telephone communication with patients and health professionals, working on a busy reception desk in the outpatient clinic, arranging the booking of appointments via IT systems, document scanning, managing patient letters and completing daily deadlines of actions from the outpatient clinics.

You will also need to liaise with the various Clinical Teams and support services to co-ordinate the flow of information to help maintain the Cancer Care pathway for the patient.

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, personalizing 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.

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.

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Detailed Job Description And Main Responsibilities

To provide clerical support to all outpatient clinics carried out within UHS and other peripheral hospitals. Please note that the service operates from Monday to Friday 8am to 6pm

Ability to organise, manage and prioritise your workload are some of the key essential requirements of this post.

You will need to be comfortable working under pressure and be able to complete daily deadlines with attention to detail.

You should have a tactful, sensitive approach to dealing with occasional difficult situations which will involve high standards of communication skills.

You must be able to demonstrate experience of team working and you must have well established IT skills.

Previous NHS experience is not a requirement but experience in a customer service and/or booking or scheduling role would be an advantage as you must have a strong desire to provide the best service for our patients.

Person specification

Qualifications, Knowledge And Experience

Essential criteria

• Good standard of education with literacy and numeracy skills to GCSE pass level 4-9 or equivalent standard
• NVQ 2 diploma or equivalent experience
• Experience of working in a customer led environment
• Competent in the use of Microsoft Office packages
• Evidence of computer literacy

Desirable criteria

• Courses/further study attended to demonstrate evidence of personal development
• Proficient in the use of hospital computerised patient systems
• Call handling experience
• Experience of working shifts

Able to demonstrate behaviours that meet the Trust Values

Essential criteria

• Patients First
• Always Improving
• Working Together