Trust Wide Band 2 Administrator

Here at Portsmouth Hospitals University NHS Trust, we are proud to provide expert, compassionate care for our local population. We are ranked as the third in the country for research, embedding education and training across the organisation. Our main hub is the Queen Alexandra Hospital, which is one of the largest hospitals on the south coast employing over 8,700 staff.

Our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds because it makes our hospital stronger. If you share our values and our enthusiasm for getting it right for patients, colleagues, and our community, you will find a home at Portsmouth Hospitals University NHS Trust

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

Location: Queen Alexandra Hospital

Salary: Band 2 - £24,465

Contract Type: Permanent and Fixed term available

Hours: Full-time, Part-time, and flexible options available. 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
• Evening shifts in certain services

Specific shift patterns will be discussed at interview 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 emergency 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. Depending on your strengths, experience, and interests, you may work in:

• Cancer & Medicine – compassionate, patient focused, and highly supportive.
• Surgery & Imaging – structured, technical, and detail driven.
• Family Services & Clinical Delivery – varied, diverse and rewarding.

You will be able to express your department preferences during the application 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 like ED.
• Comfortable with IT – basic digital skills required; clinical system training provided.
• Team players – adaptable, reliable, and ready to support colleagues.

Why join us?

• Variety: No two days are ever the same.
• 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.

How to Apply

Ready to take the next step in your administrative career? Submit your CV today!

Essential

• Education to GCSE Level 2 (C/4 above)
• Experience

Essential

• Previous experience of providing clerical support in a busy and challenging environment.
• Evidence of experience of working with the public

Desirable

• Experience of working in a healthcare environment.

Skills and Knowledge

Essential

• Strong customer service skills.
• The ability to work using own initiative and without supervision.
• Good communication and interpersonal skills.
• Organisational skills
• Computer literacy & keyboard skills
• Understand confidentiality and discretion.
• Standard keyboard skills.
• Able to work independently and recognise the importance of teamwork.

Desirable

• Knowledge of hospital databases/ information systems.
• Knowledge of Microsoft Office.

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.

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.