Trust Wide Band 2 Administrator

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.

Why join us?

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

Qualifications

Experience

Skills & Knowledge

Responsibilities

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

Requirements

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

Nice to have

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

Benefits

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.