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Job Overview
We are looking for an enthusiastic and dynamic individual to support the smooth, efficient, and effective operation of the UHS Acute Tobacco Dependency Team (TDT). This role will provide vital administrative support to the team at University Hospital Southampton.
The successful candidate will be able to work effectively in a fast-paced environment and will have a strong ability to manage time and resources efficiently. As the TDT Administrator, you will play a key role in ensuring that the service provides high-quality support for smokers admitted to UHS.
Candidates with experience in a fast-paced administrative role will be particularly well-suited for this position.
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
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.
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.
Key Responsibilities
Detailed job description and main responsibilities
- Manage patient referrals and book patients into telephone clinics.
- Take minutes during team meetings and process correspondence for the TDT.
- Maintain accurate databases and act as the first point of contact for clients, other departments, and Trusts.
- Follow all procedures to ensure a rapid, customer-focused, and accurate referral service.
- Manage and monitor data compliance, preparing clinical data to ensure the service meets the agreed service specifications and NHSE tobacco dependency quality assessments.
- Undertake non-routine administrative and organizational tasks daily.
- Always maintain complete confidentiality.
Person specification
Qualifications, Knowledge And Experience
Essential criteria
- Good standard of secondary education with literacy and numeracy skills demonstrable to GSCE pass level or equivalent standard.
- NVQ Level 3 in Business Admin or equivalent level of experience.
- RSA 2 word processing/typing or equivalent experience.
- Proficient in all aspects of Microsoft Office.
- Experience as a Receptionist or Admin Assistant linked to a clinical service or customer focused environment.
- Knowledge of medical terminology
- Administrative and organisational experience.
Desirable criteria
- Courses / further study attended to demonstrate evidence of personal development.
- Diploma level qualification or equivalent experience.
- European Computer Driving Licence (ECDL)
- RSA 3
- Proficient in the use of all hospital computerised patient systems.
Skills and competencies
Essential criteria
- Ability to learn and assimilate information quickly
- Communication
- General IT skills
- Microsoft Office skills
- Multitasking
- Prioritisation
- Teamwork
- Working under pressure
