Job Description

Join Our Administrative Team: The Heart of Portsmouth Hospitals University NHS Trust

Location: Queen Alexandra Hospital

Salary: Band 2 - £25,272

Contract Type: Permanent & Fixed term

Hours: Full-time, Part-time. Working hours are varied and will depend on the department you are assigned to. Posts are rostered on a rota basis and may include:

• Standard weekday office hours
• Early or late shifts
• Weekend working (No weekend only offers available)

If you are successful, you will be placed in our talent pool while you undergo pre-employment checks. Specific shift patterns will be discussed as part of the offer stage and aligned to the needs of the service.

One Application. Countless Opportunities.

Are you organised, empathetic, and ready to make a real difference in patient care? We are launching a Trust wide recruitment campaign to welcome new Band 2 Administrators across a diverse range of departments.

From being the reassuring first face a patient sees, to coordinating clinics or supporting busy teams, your work ensures our clinicians can focus on what they do best: providing outstanding patient care.

What these roles are all about:

Our Band 2 Administrators are essential to the smooth running of services right across the Trust. Whatever your role, your organisation, attention to detail and friendly approach will make a real difference.

We’re looking for people who take pride in doing things well, enjoy working as part of a team and are keen to learn and develop. Whether you’re an experienced administrator or looking to take your first step into a healthcare environment, you’ll have the opportunity to build your skills, gain valuable experience and be part of a team that plays a vital role in delivering high quality care.

You will be able to express your department preferences during the interview process.

Your exact duties will depend on the department, but typically you will:

Front facing support

• Provide reception cover, greeting patients, visitors, and staff with professionalism and warmth.
• Handle telephone enquiries, pass messages to clinical teams, and support distressed or anxious patients where required.

Patient administration

• Register, update, and maintain accurate patient information using systems such as PAS, Bedview, Oceano, ICE or other digital platforms (training provided).
• Support admission, transfer, and discharge processes, and monitor patient tracking systems.

Clinic & departmental support

• Prepare clinic documentation, medical records, and results in advance of outpatient appointments.
• Assist in booking patient appointments, follow‑ups, theatre lists, and specialist equipment where required.
• Organise patient transport through approved channels to avoid delays.

General administration

• Scan, file, photocopy, distribute mail, manage confidential waste, and maintain tidy workspaces.
• Monitor stock levels, request stationery, and report faults in a timely manner.

Teamwork & service support

• Work collaboratively with nurses, clinicians, and fellow administrators across multiple wards/clinics.
• Provide cross‑cover to other administrative areas when needed.
• Participate in meetings, training, and contribute to continuous improvement initiatives.

What you bring to the team

We hire for values as much as experience. We’re looking for people who are:

• Excellent communicators – friendly, calm under pressure and professional in person emails, phone calls
• Organised multitaskers – able to manage competing priorities efficiently.
• Compassionate and resilient – especially in emotionally demanding areas.
• Comfortable with IT – basic digital skills required; clinical system training provided.
• Team players – adaptable, reliable, and ready to support colleagues.

Why join us?

• Career pathways – many of our Band 2 staff progress to Band 3/4, Team Leader, or Management roles.
• NHS benefits – competitive pension, generous annual leave, staff discounts, and wellbeing support.
• Purpose – everything you do directly contributes to patient care and safety.

If you are successful, you will be placed in our talent pool while you undergo pre-employment checks.

Interview date: Friday 18th September 2026​​

Qualifications

Qualifications

Essential

• GCSE Level 2 English Language and Maths (C and above/4 - 9) & equivalent, or relevant equivalent experience in an administrative role.

Experience

Desirable

• Experience working in an office environment.
• Previous experience of working in a team.

Skills & Knowledge

Essential

• Proven skills in use of Microsoft Office suite – Outlook, Word and Excel
• The ability to work using own initiative and without supervision.
• Strong verbal and written communication skills.

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.

For more information, please see our People and OD Strategy 2026

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.

For more information, please see our People and OD Strategy 2026