Administration Clerk

Go back Portsmouth Hospitals University NHS Trust

Administration Clerk

The closing date is 26 May 2026

We are looking for a friendly, organised and motivated Administration Clerk to join our Occupational Health & Wellbeing Department based at Queen Alexandra Hospital, Portsmouth. This post is for 9 months fixed term to cover maternity leave.

Occupational Health & Wellbeing plays a vital role in supporting the health, safety and wellbeing of Trust staff, as well as providing a high quality service to external organisations. You will join a small, supportive administrative team that is central to ensuring the smooth and efficient running of the department across both NHS and commercial services.

This is a varied and rewarding administrative role, ideal for someone who enjoys working in a busy office environment, is highly organised, and takes pride in delivering excellent customer service. You will be the first point of contact for staff, visitors and external clients, communicating sensitively and professionally at all times while maintaining strict confidentiality.

The post holder will provide essential administrative support to the Occupational Health & Wellbeing team, helping to coordinate clinics, manage appointments, process correspondence, and ensure accurate data entry across several electronic systems. You will support both Trust staff and external companies, making this a diverse role with exposure to a wide range of stakeholders.

Main Duties of the Job

• Providing a comprehensive clerical and administrative service to the department.
• Booking and rebooking Occupational Health clinics and supporting the smooth running of clinic activity.
• Acting as the first point of contact for visitors, telephone calls and email enquiries.
• Managing correspondence, filing and maintaining electronic and manual records.
• Accurate and timely data entry onto systems such as OPAS, ESR and other Trust systems.
• Supporting departmental projects, meetings and general office functions.
• Raising purchase orders and supporting effective cost management.
• Working flexibly as part of a small team to ensure service continuity.

Job Responsibilities

• Under the supervision of the Admin Supervisor, the post holder must be able to communicate sensitively and effectively with a wide range of people.
• The post holder will assist in the organisation of the Departmental team's workload and provide a clerical service to ensure the delivery of a coordinated and consistent service.
• To provide administrative support to members of the Occupational Health and Wellbeing team.
• This role will require the individual to work within a small team and to use their own initiative to ensure that their designated work is completed within time schedules for all customers (NHS and commercial).

Operational Delivery

• Be the first point of contact for visitors to the Department. To greet visitors in a professional, helpful and courteous manner.
• Deal with correspondence, clinic letters, reports according to Trust and departmental protocols.
• Communicate with other healthcare providers and external companies.
• Track notes on the OPAS system and act on any requests, distributing as required and ensuring they are received and stored correctly within the Department.
• Ensure the department functions effectively and efficiently at all times.
• Ensure the needs of the service are met at all times delivering effective patient care.
• Allocation of referrals to appointment slots, smooth and efficient running of dept adjust clinics as appropriate.
• Rebook clinics and assist with the coordination for the maximum use of all available clinic activity.
• Undertake accurate timely data entry into the ESR system, NIVS system and OPAS system as required with regard to the flu campaign and covid booster campaign.
• General administration within the office including preparation of Department clinics, use of OPAS system to book appointments, dealing with client and professional enquiries by post, email fax and telephone.
• Administration and effective cost management as part of all sites and be responsible for initiation of accounts to be raised.
• To act on requests as required from the nursing staff, secretaries and Administration Manager.

Skills and Knowledge

• An understanding of the political sensitivities of the Trust.
• Ability to demonstrate confidentiality and trustworthiness.
• A willingness to be flexible and part of a team.
• Ability to juggle many priorities at one time, whilst remaining calm.
• Self motivated.
• Demonstrate flexibility and adaptability.

Qualifications

• IT Skills to NVQ 2 or relevant equivalent.
• Educated to GCSE/O Level Standard of Equivalent (including English Language).
• Knowledge of Office Procedures.

Experience

• Ability to achieve high levels of accuracy in data processing.
• Ability to ensure deadlines are met.
• Excellent clear communication, interpersonal and organisational skills.
• Able to communicate and liaise with staff at all levels.
• Always demonstrate confidentiality and discretion.
• Able to work independently and recognise the importance of teamwork.
• Strong and demonstrable customer service skills.

Employer Name

Portsmouth Hospitals University NHS Trust

EEO Statement

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, veterans' status, colour, religion, disability, sexual orientation, and beliefs.