Administrative Assistant

Job overview

Are you interested in building a rewarding career within NHS administration? We’d like to invite you to apply for a range of dynamic administrative opportunities across Hampshire Hospitals NHS Foundation Trust. This advert allows you to express your interest in the administrative roles available, giving you the opportunity to take the next step in your NHS career journey.

As vacancies arise, we will review applications, shortlist suitable candidates, and invite them to interview. Successful applicants will then be supported to match into roles that reflect their strengths, career aspirations, and the needs of our services. You’ll also have the opportunities across our hospitals and service areas.

Joining us means becoming part of a compassionate, inclusive, and forward‑thinking NHS team where your contribution directly supports patient care. Our administrative colleagues play an essential role in ensuring the smooth and efficient running of our clinical services, helping to provide the best possible experience for our patients and their families.

If you are motivated, organised, and committed to delivering high‑quality support in a fast‑paced healthcare environment, we would be delighted to hear from you.

We are looking for:

• Strong communication and organisational skills.
• Ability to prioritise workload and work accurately under pressure.
• Good IT skills and willingness to learn new systems.
• A flexible, positive approach to supporting team needs.

Main duties of the job

Typical responsibilities may include:

• Welcoming and assisting patients, relatives, and visitors, ensuring they are supported with empathy and accurate information
• Manage patient registration, appointments and clinic bookings, including checking patients in, scheduling, amending or cancelling appointments, and coordinating rebooking appointments.
• Maintain patient records and administrative systems, ensuring all data is accurate, up to date, and compliant with GDPR, Trust policies, and clinical documentation requirements.
• Support patient flow and the wider clinical team by liaising with nurses, clinicians, secretaries, and external partners (e.g., GP surgeries) to coordinate information.
• Handle patient queries and communications, responding to telephone and face‑to‑face enquiries.
• Ensure accurate management of correspondence and documentation, including filing, scanning, distributing letters, processing outgoing mail, and tracking case notes.
• Contribute to administrative processes that support clinical governance, such as collecting data for audits, managing waiting lists, supporting RTT (Referral to Treatment) compliance, and adhering to Trust Access Policies.
• Work collaboratively as part of the administrative and multidisciplinary teams, supporting colleagues, participating in meetings and handovers.

This list outlines general tasks common across administration roles. Actual responsibilities will depend on the specific vacancy offered.

Detailed job description and main responsibilities

Please refer to the attached documents for examples of the roles we typically recruit to and may be looking to recruit to.