Administrative Assistant

Administrative Assistant

Closing date: 15 March 2026.

We would 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 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.
• Managing patient registration, appointments and clinic bookings, including checking patients in, scheduling, amending or cancelling appointments, and coordinating rebooking appointments.
• Maintaining patient records and administrative systems, ensuring all data is accurate, up to date, and compliant with GDPR, Trust policies, and clinical documentation requirements.
• Supporting patient flow and the wider clinical team by liaising with nurses, clinicians, secretaries, and external partners (e.g., GP surgeries) to coordinate information.
• Handling patient queries and communications, responding to telephone and face to face enquiries.
• Ensuring accurate management of correspondence and documentation, including filing, scanning, distributing letters, processing outgoing mail, and tracking case notes.
• Contributing 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.
• Working 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.

About us

Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.

Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.

We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.

The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.

Job responsibilities

Please refer to the attached documents for examples of the roles we typically recruit to and may be looking to recruit to. There may also be an opportunity following the recruitment process to join our administrative talent pool, for future vacancies. We welcome applications from both internal and external candidates. Offers of employment will be made in accordance with the scope of the advert and our fair recruitment processes.

Person Specification Communication Skills

• Able to communicate clearly and professionally in both verbal and written formats.
• Able to adapt communication style to support people with different needs (e.g., language barriers, disabilities).

Customer Service Skills

• Able to build positive, respectful relationships with patients, relatives, staff and colleagues.
• Experience handling sensitive or challenging conversations with confidence.
• Works effectively with colleagues across teams and departments.
• Shares information appropriately to support smooth patient and service flow.
• Experience contributing to cross-departmental working or service improvement tasks.
• Able to produce clear, accurate written documentation, notes, and emails.
• Experience using sector specific systems (e.g., patient administration systems).

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Hampshire Hospitals NHS Foundation Trust

£24,937 to £26,598 a year per annum pro rata