Admissions Team Administrator

University Hospital Southampton NHS Foundation Trust
February 02, 2023
Offerd Salary:£20,270 - £21,318
Working address:N/A
Contract Type:Other
Working Time:Full time
Working type:N/A
Ref info:N/A
Admissions Team Administrator Band 2

Main area



Band 2




Full time - 37.5 hours per week

Job ref



Southampton General Hospital




£20,270 - £21,318 pa

Salary period



02/02/2023 23:59

Interview date

Job overview

This is an exciting opportunity to join our Admissions Team, supporting the Vascular Surgery bookings within the Cardiovascular & Thoracic care group. The team is a valuable part of the patient's journey and this is a busy service, covering wide geographical areas.

The post is for 37.5 hours per week over Monday-Friday.

Good communication, organisation skills and the ability to prioritise your workload are essential for this role as you will be responsible for booking appointments and the general administration for the Vascular service.

An understanding of the NHS is desirable, together with Office based computer skills, and experience of sending and responding to emails and telephone calls regarding appointments.

Main duties of the job

Attached you will find the person specification document which provides more detail about the essential and desirable skills and experience needed for this role. We highly recommend you review this document and use it when completing your application as these criteria are used by hiring managers as guidance during shortlisting.

For an overview of the main duties of the role please see the ‘Job Description and Main Responsibilities' section below. To understand the day-to-day responsibilities in more detail please read the full job description document attached.

Working for our organisation What we can offer you

As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to. UHS is rated ‘Good' by the CQC and in the latest national NHS Staff Survey, we were in the top 10 acute trusts for staff engagement and for staff recommending the hospital as a place to work or receive care.

All non-clinical roles may involve a mixture of on site and remote working, Specific details and flexible working options can be discussed as part of the interview process. UHS employees are able to access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.

Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.

Detailed job description and main responsibilities Your Responsibilities What you'll do

You will be working closely with the admissions team to provide a comprehensive booking service which will involve:

  • responding to E-referrals and booking appointments for outpatient clinics
  • setting up clinics and moving patients at short notice due to patient priority changes
  • maintaining good communication with the wider admin teams, Vascular Consultants and Nursing team
  • being a point of contact for patients with queries about their bookings
  • managing your own workload on a day-to-day basis but will also working as part of the wider team
  • The role is interesting and varied, giving you the opportunity to develop relationships with patients and the wider team

    What we're looking for

    We are looking for someone with a flexible approach with the ability to manage a demanding workload with changing priorities. Confidentiality and a willingness to learn are essential. You will need to be able to work in a calm, logical and methodical way but be able to multi-task whilst dealing with frequent interruptions. You must be confident, diplomatic, and able to work in a busy environment with a pleasant disposition.

    We're also looking for you to demonstrate:

  • High level of organisation with attention to detail
  • Ability to communicate well over the telephone and in person
  • Use of IT skills, including Microsoft Office suite
  • The ability to work independently, seeking guidance where necessary
  • Additional information

    Interviews will be held on Tuesday, 14th February 2023

    Should you have any queries, please use the contact details below to get in touch.

    Person specification Qualifications / training required Essential criteria
  • Good standard of secondary education with literacy and numeracy skills demonstrable to GCSE pass level or equivalent standard
  • Word processing/typing or equivalent experience
  • Proficient in the use of Microsoft Word
  • Previous or relevant experience necessary Essential criteria
  • Administrative and organisational experience
  • Desirable criteria
  • Proficient in the use of all hospital computerised patient systems
  • Aptitudes and skills required Essential criteria
  • Excellent telephone / communication skills
  • Able to learn and assimilate information quickly
  • Proven ability to work to deadlines, prioritise and multi-task
  • Friendly and approachable manner
  • Polite, sympathetic, patient and diplomatic
  • Able to get on with people and share knowledge with others
  • Special requirements of the post Essential criteria
  • Reliability – good time keeping
  • Flexibility – able to work flexibly to accommodate peaks and troughs of activity
  • Values and behaviours Essential criteria
  • Patients First
  • Always Improving
  • Working Together
  • Able to demonstrate a good work/home life balance
  • Please be advised that this vacancy may close earlier than stated if we receive a large number of applications. We will not accept any applications or queries via agencies, under any circumstances.

    For more information about our Trust

    Head to our careers portal where you'll find information about:

    - Our values and vision - Our services and teams - Benefits we offer our staff - UK professional body registration - Information about our city - Relocating to Southampton - Our fantastic staff and their work

    To find out what our staff think about working here, you may also wish to look at our most recent friends and family test and NHS staff survey results, or our latest CQC report.

    Getting to work - our travel promise

    Getting to work should be as easy as possible and that's why we have introduced the UHS travel promise – a commitment from the Trust that we will provide reasonable travel options for every member of staff. Every member of staff can apply for a permit to use our park & ride facility. Eligibility for on-site parking is dependent on the nature and requirement of the role. All staff can also access a range of discounted benefits relating to travel including reduced price bus tickets, purchase of salary sacrifice bikes and ultra-low emission cars.

    Our commitment to equality

    Equality remains at the centre of our policymaking, service delivery, and employment practice, giving all employees equal opportunity to develop, apply for promotions, and have working arrangements that enable them to achieve a manageable work-life balance.

    UHS actively promotes a work environment free from harassment and discrimination and provides training for managers and staff to ensure this happens. We also closely monitor recruitment activity, training, development, and employment practices to ensure equality of practice with regard to race, colour, ethnic or national origin, religion or belief, gender, sexual orientation, disability, marital status and age.

    How and why we use your information

    The Trust is under a duty to protect the public funds it administers, and to this end may use the information you have provided on this form for the prevention and detection of fraud. It may also share this information with other bodies responsible for auditing or administering public funds for these purposes.

    The European General Data Protection Regulations enhances individuals' rights and safeguards all of their data in place under the DPA. Please click here to see how and why we store your information.

    Find us on social media, we're on: Facebook, Twitter, Instagram, and LinkedIn

    Employer certification / accreditation badges Applicant requirements

    The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

    Documents to download
  • Job Description (PDF, 576.7KB)
  • Personal Specification (PDF, 196.1KB)
  • Apply online now

    Further details / informal visits contact


    Stephanie Woods

    Job title

    Vascular Network Coordinator & SAT Team Lead

    Email address

    [email protected]

    Telephone number

    023 8120 3585
    If you have problems applying, contact


     If you have problems with the

    online application form please contact Recruitment Support Services Open Monday to Friday 08:30am to 5:30pm


     01629 690826

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