Glaucoma Specialist 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 a candidate to join our Glaucoma admin team.

The post will involve administrative duties dealing with a wide range of staff groups and will include patient contact, the successful candidate will join a highly skilled and welcoming team.

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

Duties within the role will be mixed throughout the working week and will include the following:

• To provide an excellent customer service to patients, relatives/carers and to external agencies.
• To provide a comprehensive administration, booking and appointment service for outpatients and ensure compliance with the strict guidelines and targets.
• To work in a Speciality Administration Team (SAT) and provide cross-cover for other staff across the Care Group to ensure a consistent and effective administration service is maintained at all times. This may at times include the need for staff to form part of a reception team. It may also require staff to work at sites other than SGH.

Ensure adherence to the Patient Administration standard operating procedures at all times, highlighting to management any situations where this is not achievable.

• Ensure that personal ESR information including annual leave is kept up to date.
• Cover a range of shift patterns and sites as required by the service and its patients, which may include both early and late shifts and Saturday’s.
• Provide cross-cover for other staff across the Care Group to ensure a consistent and effective service is maintained at all times.
• Attend any meetings relevant to the SAT Clerk role.
• 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.
• Ensure patients are communicated with effectively in relation to their appointments via email, phone or letter.
• Arrange translation services where necessary.
• Ensure appointments are in line with the Trust’s access policy, highlighting issues and taking corrective action where necessary.
• Process requests for clinic changes, cancellations and creations.
• Deal with concerns / complaints as appropriate, immediately escalating where necessary
• Ensure patient case notes and appropriate electronic systems are kept up to date, ensuring that information entered onto the system is in line with the Trust’s data quality standards.
• Utilise paper-light processes where appropriate.
• In liaison with the Patient Pathway Co-ordinators and/or Medical Secretaries, ensure all relevant patient notes, scans, diagnostic results and equipment are available for pre-assessment clinics/admission.
• Register new patients and raise new medical records using the hospital administration system.
• Work closely with staff within the Care Group to monitor attendance, ensure relevant diagnostics/tests are booked and ensure follow up arrangements are made.

Communication and Customer Service

• Demonstrate high levels of customer care
• To be responsible for timely written and verbal communication with patients, clinicians, nursing staff and management
• Ensure that all information distributed to patients is accurate and up to date
• Deal with complex queries
• To courteously and efficiently receive all telephone enquiries from patients, carers and external agencies in relation to hospital admissions, appointments and general enquiries, ensuring that accurate records, both manual and electronic, are maintained and appropriate action is taken in a timely manner.

Systems & Equipment

• Be proficient in the use of all electronic systems in relation to patient data and undertake training as required if new technology / electronic systems are introduced, to ensure competencies are maintained and efficiencies of the administrative processes are maximised.

Person specification

ualifications, 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