University Hospital Southampton NHS FT
Patient Administrator - Supportive and Palliative Care
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Patient Administrator – Internal Post Only
Job Overview
University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us. Below is the detailed role description for a highly motivated and proactive individual to join the Supportive and Palliative Care Admin Team as a Patient Administrator.
About the Role
We are looking for a dedicated Patient Administrator to provide administrative support to our clinical teams in the Supportive and Palliative Care Admin Team. The role ensures efficient and effective management of patient journeys through computerised systems, communication, and administrative processes.
Responsibilities
Key duties include:
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Patient Journey & Admin Coordination
- Implement administrative processes to manage patient pathways efficiently and in line with targets/agreed deadlines.
- Retrieve patient records, investigation results, and maintain updated information in computerised systems.
- Liaise with Private Patient Coordinators for seamless patient experiences.
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Referrals & Clinic Support
- Process referral requests, log grading outcomes, and escalate issues as needed.
- Provide administrative support for regional clinics and maintain accurate clinic registers.
- Process clinic/admissions (changes, cancellations, and new bookings).
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Enquiries, Correspondence & Filing
- Courteously manage patient enquiries, maintain accurate records, and take timely action.
- Receive and distribute incoming correspondence per deadlines.
- Maintain filing systems for accurate and updated patient case notes.
- Take/audit minutes at meetings and distribute records.
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Appointment & Service Coordination
- Arrange and manage inpatient appointments (pre-assessments, admissions, cancellations).
- Create/maintain waiting lists and communicate effectively about appointment timelines.
- Monitor attendance and rearrange future appointments as required.
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Administrative & Operational Support
- Provide consult-level administrative support (e.g., liaising with clinicians/management).
- Organise leave, expense forms, and educational activities for the team.
- Maintain distributor stationery/materials in line with Trust policies.
- Offer cover for absences to ensure uninterrupted support.
Requirements
Qualifications, Knowledge & Experience
Essential Criteria
- Demonstrable GCSE standard (or equivalent) in literacy/numeracy.
- Level 3 administration/customer service qualifications or equivalent organisational experience or
- Vocational Level 2 certificate in administration/customer service or relevant experience.
- Experience as an admin or secretary in a customer-facing or clinical environment.
- Strong problem-solving skills for non-routine health-related enquiries.
- Familiarity with secretarial/administrative procedures (filing, document handling).
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Desirable Criteria
- Knowledge of medical terminology or patient pathway systems.
- Evidence of personal development (courses, training, qualifications).
- Experience in medical secretary or clinical services administration.
- Experience using specialist hospital patient systems (electronic records).
- Insight into RTT (reducing waiting times) and cancer pathway targets.
Trust Values
We commit to our NHS Values:
- Patients First → Patient-centred care.
- Always Improving → Continuous learning.
- Working Together → Teamwork, inclusivity, and professional support.
Our Trust promotes flexibility for candidates balancing work with family/study commitments. We are strongly anti-racist, anti-discriminatory and celebrate diversity in all roles.
Applications close: [Insert closing date]
Visit our [social media] for more.
This post is only open to internal NHS Trust applicants.
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