Portsmouth Hospitals University NHS Trust
Band 3 Administrative Support
Portsmouth Hospitals University NHS TrustUnited Kingdom1 day ago
Full-timeManagement, Manufacturing
Company Description

Here at Portsmouth Hospitals University NHS Trust, we are proud to provide expert, compassionate care for our local population. We are ranked as the third in the country for research, embedding education and training across the organisation. Our main hub is the Queen Alexandra Hospital, which is one of the largest hospitals on the south coast employing over 8,700 staff.

Our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds because it makes our hospital stronger. If you share our values and our enthusiasm for getting it right for patients, colleagues, and our community, you will find a home at Portsmouth Hospitals University NHS Trust

Job Description

Lead the flow - Band 3 Administrative Role

Location: Queen Alexandra Hospital

Salary: Band 3 - £24,937–£26,598

Hours: Full-time, Part-time & Flexible Working

Behind every successful surgery, every clear scan, and every life changing diagnosis is a Band 3 professional ensuring the gears keep turning. We are looking for coordinators and secretaries who don't just "do" admin they manage the flow of patient care.

In these roles, you’ll be the organising force behind patient care. Depending on the team you join, you’ll be:

  • Managing and updating schedules, waiting lists and procedure slots
  • Supporting consultants and clinical teams as their key administrative link
  • Ensuring essential information is accurate, timely and handled confidentially
  • Speaking with patients, families and staff to keep pathways moving
  • Solving problems in real time to prevent delays and maximise efficiency
  • Providing excellent customer service in fast-paced clinical environments

Your work enables patients to receive the right care, at the right time - and that makes you essential.

We have immediate opportunities across several high impact services, including:

  • Surgery
  • Theatre
  • Endoscopy
  • Cancer Services

These areas rely on proactive, organised and confident administrators to keep their services flowing.

You’ll thrive in these roles if you are:

  • Organised & accurate: able to manage data, diaries, referrals and scheduling
  • A clear communicator: confident speaking with patients and clinical teams
  • A problem solver: able to think ahead and spot issues before they impact care
  • Independent but team focused: able to own your workload and adapt quickly
  • Committed to great service: delivering professionalism, compassion and confidentiality

Experience in healthcare or admin is helpful, but your attitude, resilience and attention to detail matter most.

Why join us?

  • Develop specialist knowledge in clinical areas
  • Gain responsibility, autonomy and a role that genuinely impacts patient care
  • Opportunities for progression into senior coordination, pathway management or leadership roles
  • A supportive team, strong training offer, and a trust committed to improvement

Ready to move your career forward?

If you’re motivated, organised and ready to make a real difference, we want to hear from you.

Apply now with your CV and help us keep our hospital running at its best.

Qualifications

Essential

  • NVQ Level 3 in Business Administration (or equivalent relevant experience).
  • 5 GCSEs A*–C (or equivalent).
  • Evidence of training in office procedures, typing/keyboard skills, or administrative practice.

Desirable

  • Secretarial/administration diploma (e.g., RSA 3).
  • Knowledge of medical terminology.
  • Training or experience with NHS clinical or administrative software systems

Experience

Essential

  • Experience working in an administrative/office environment.
  • Experience providing customer support to service users, patients, or the public.
  • Experience using Microsoft Office applications, including Word, Outlook and Excel.
  • Experience handling confidential information.

Desirable

  • Experience in a healthcare environment, ideally within patient-facing services (e.g., Outpatients, Theatres, Endoscopy, Waiting List Office).
  • Experience of audio typing and digital dictation systems.
  • Experience of scheduling, booking, or waiting list management.
  • Supervisory or team support experience.

Essential

Skills & Knowledge

  • Excellent verbal and written communication skills.
  • Strong customer service and interpersonal abilities with a professional and courteous manner.
  • Accurate keyboard skills and confident use of computers and administrative systems.
  • Ability to prioritise workload, meet deadlines and work under pressure.
  • Ability to use initiative and work independently without direct supervision.
  • Ability to maintain confidentiality and demonstrate trustworthiness.
  • High attention to detail and accuracy in data entry.
  • Ability to deal effectively with clinicians, staff, patients and external agencies.
  • Ability to adapt to changing demands and work as part of a wider team.

Desirable

  • Knowledge of waiting list processes, RTT pathways, and outpatient / theatre / endoscopy booking procedures.
  • Knowledge of hospital databases and electronic records systems.
  • Understanding of financial, administrative and personnel processes (e.g., petty cash, stock management).

Additional Information

The health and wellbeing of our staff is at the forefront of everything we do. We are proud to be able to offer our staff some fantastic benefits including our on-site Nursery, access to our free Beach Hut for those long summer days, our on-site Wellness Centre including a gym and a swimming pool, access to our fantastic staff networks including LGBTQ, Race Equality and DisAbility, and awards ceremonies to recognise your achievements. We believe we can offer support to all of our staff when they need it the most.

We welcome the unique contributions that you can bring in terms of your education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, colour, religion, disability, sexual orientation, and beliefs.

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