Patient Administrator – Haematology 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 a highly motivated and proactive individual to fulfil the role of Patient Administrator to join us in the Haematology Team.

The role of the Patient Administrator is to provide administrative support to the clinicians within the Haematology Department.

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

Responsible for implementing all administrative processes along the patient pathway to ensure the patient’s journey is managed efficiently and in accordance with targets and agreed timescales.

Utilise computerised systems to locate case note and investigation results and to ensure patient information is maintained and updated.

Liaising with Private Patient Coordinators where appropriate you will ensure a seamless patient journey.

Monitor and process referral requests and ensure referral grading outcomes are logged on the appropriate patient information system escalating issues as required.

Provide patient administration service for regional clinics.

Courteously and efficiently receive all enquiries ensuring that accurate records are maintained, and the appropriate action is taken in a timely manner.

Receive and process all incoming correspondence ensuring it reaches the appropriate place within the required deadlines.

Responsible for maintaining an up to date filing system ensuring the accuracy of patient case notes.

Take formal minutes or notes at meetings and distribute appropriately.

Order and maintain stationary / materials in accordance with Trust policy.

Arrange inpatient appointments, confirming, cancelling, and changing appointments as necessary for both pre-assessment and admission.

Create, maintain, and make additions to waiting lists.

Ensure patients are communicated with effectively in relation to their appointments/admissions and that appointments are in line with the Trusts access policy, highlighting issues and taking corrective action where necessary.

Process requests for clinic/ admission changes, cancellations and creations and monitor attendance at appointments rearranging further appointments as required.

Provide administrative support for a number of consultants within the clinical speciality area or for the management team, including maintenance of diaries, appointments, co-ordination of leave, co-ordination of expense forms, correspondence derived from any educational / supervisory or research activity.

Required to provide cover for other Patient Administrators to ensure a consistent and effective administration service is always maintained.

Person specification

Qualifications, Knowledge And Experience

Essential criteria

• Good standard of secondary education with literacy and numeracy skills demonstrable to GCSE pass level or equivalent standard.
• Either- Level 3 qualification in administration/ customer service or equivalent experience Or- Vocational Level 2 qualification in administration/customer service or an equivalent level of experience
• Experience as an administrator or secretary in an organisation with a customer focused environment
• Able to use judgement to make decisions in order to solve problems/enquiries some of which are non-routine and not straight-forward
• Knowledge and experience of secretarial or administrative procedures
• Experience as an administrator or secretary in an organisation with a customer focused environment

Desirable criteria

• Knowledge of medical terminology
• Courses / further study attended to demonstrate evidence of personal development
• Vocational Level 3 qualification in administration/word processing/typing or an equivalent level of experience
• Diploma level qualification or an equivalent level of experience
• Experience as a medical or patient services secretary linked to a clinical service or customer focused environment
• Proficient in the use of all hospital computerised patient systems
• Experience in understanding and analysing patient pathways
• Knowledge of both local and national targets relating to RTT and cancer pathways

Able to demonstrate behaviours that meet the Trust Values

Essential criteria

• Patients First
• Always Improving
• Working Together