Clinical Administrator RHCH Emergency Department in Winchester

Main area: Emergency Department

Grade: Band 3

Contract: Permanent

Hours: Part time - 26.25 hours per week

Job ref: 251-MED0437USC

Employer: Hampshire Hospitals NHS Foundation Trust

Site: Royal Hampshire County Hospital

Town: Winchester

Salary: £24,937 - £26,598 pa pro rata

Salary period: Yearly

Closing: 18/12/2025 08:00

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.

Job overview

The Emergency Department operates 24 hours a day, 365 days a year. In line with Department of Health guidelines, all patients must be seen, treated, and either discharged or admitted within four hours of arrival. This is a fast-paced and high-demand environment. Staff will routinely be exposed to blood, bodily fluids, and other potentially distressing clinical situations. The role requires the ability to work under pressure, manage challenging interactions, and provide mutual support within the team. While support and reporting mechanisms are in place, staff should be prepared for occasional exposure to verbal or face-to-face aggression.

Main duties of the job

• As a member of the Emergency Department (ED) reception team, you will be the first point of contact for all patients arriving at the department.
• You will play a vital role in ensuring that all patients are welcomed and registered promptly, efficiently, and with professionalism and compassion.

Key Responsibilities

• Greet and register all patients attending the ED, ensuring accurate demographic data is entered into the system in a timely manner.
• Act as the central communication point between patients, clinical staff, and external partners.
• Provide comprehensive administrative support to medical and nursing teams, including accurate clinical coding of attendances.
• Book and coordinate time‑critical ambulance transfers.
• Handle incoming and outgoing telephone enquiries.
• Manage and process clinical documentation such as photocopying, scanning, and uploading patient notes into the electronic record system.
• Prepare transfer paperwork for ward admissions.
• Monitor patient flow and ensure records are kept up to date throughout their stay in the department.
• Communicate effectively with a wide range of stakeholders including internal hospital departments and external agencies such as Mental Health services, Police, Ambulance Services, and Social Services.
• Maintain confidentiality and professionalism at all times while adhering to data protection and trust policies.
• Respond to challenging and emotionally charged situations with sensitivity, professionalism, and resilience.
• Contribute to the smooth running of the department by supporting other reception colleagues during busy periods or in their absence.

Working Pattern

This is a 24/7, 365‑days‑per‑year service. You will work a fixed shift pattern of 4 days on, 4 days off, including weekends and bank holidays. Shift flexibility is essential to ensure adequate coverage across the department.

What We’re Looking For

• Proven ability to work effectively in a high‑pressure, fast‑paced environment while remaining calm and composed.
• Flexibility to adapt to changing shift patterns and departmental needs.
• Strong interpersonal and communication skills, with the ability to liaise confidently and empathetically with patients, families, clinical teams, and external agencies.
• High attention to detail and accuracy, particularly in data entry and documentation.
• A proactive and supportive team player with a commitment to delivering excellent patient care through high‑quality administrative support.

Working for our organisation

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.

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.

Detailed job description and main responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.

Person specification

Training & Qualifications

• Good standard of general education including English Language and Maths of GCSE grades A-C
• Attendance at Customer service course

Experience & Knowledge

• Experience of working in a busy environment
• Previous experience of working in an NHS or public sector

Skills & Ability

• Excellent interpersonal skills allowing effective communication between internal and external customers
• Experience of working in an Emergency Department

We are committed to equality and diversity in both the provision of our services and how we recruit and manage our staff. Applications are encouraged from everyone with the necessary attributes for the job, irrespective of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership, pregnancy and maternity.

Happy to Talk Flexible Working - all requests for flexible and part time working will be considered.

HHFT is committed to putting the safety and care of our patients first – as well as helping us to protect you and your colleagues. Therefore, we would recommend that you are vaccinated against COVID-19 and that you understand that we are treating COVID-19 positive patients within our services.

Shortlisted candidates will be contacted at least 5 working days before the scheduled interview date. Applications will be submitted directly into our preferred third party recruitment system (Trac). All subsequent information regarding your application will be generated from apps.trac.jobs via email - please ensure to check your junk/spam folders.

All new staff will be subject to a probationary period covering their first six months in post.

In compliance with Part 7 of the Immigration Act 2016, all applicants must be able to communicate fluently in English to an appropriate standard which will be assessed as part of the selection process.

This vacancy may close before the current listed closing date. If you intend to apply you are advised not to delay submitting your completed application.

We believe that using technology wisely reflects strong time management and a commitment to innovation. However, it’s essential to personalise your recruitment application to showcase your unique skills and experiences. Over‑reliance on generic, AI‑generated content may result in rejection if multiple candidates submit applications with similar language or structure. In such cases, recruiting managers may reach out for further clarity where applications appear consistent with others, to better understand your individual strengths.

Tackling Climate Change: Hampshire Hospitals aims to embed sustainability and net zero carbon principles into the delivery of care across all its services.

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.