Team Administrator

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

This job is now closed

Job summary

We are currently looking for a team administrator to join our vibrant administration team supporting the Allied Health Professionals and Trauma and Personality Response teams based at The Orchards and St. Mary's Community Health Campus in Portsmouth. This is a part time role, 30 hours per week to be worked Monday to Friday, six hours per day.

You must have excellent written and verbal communication skills and be able to work flexibly, multitask and prioritise your work throughout the day, as well as enjoy a varied workload. You will thrive on supporting your staff to work effectively and efficiently at all times and drive development within the admin and clinical teams. You will be comfortable working alone without direct supervision and will have a good knowledge of Microsoft Applications and knowledge of SystmOne would be an advantage though full training will be given. You will be able to travel between the two sites when required.

Our Mental Health Team provide care to Portsmouth patients both in our inpatient setting and our community teams based at St Mary's. HIOWH is proud to support career development, and through regular supervisions and annual appraisals we will support you and you will be supporting your own staff to achieve goals and take the next step in their career with HIOWH. Apprenticeship options are available and will be discussed with the successful candidate.

Main duties of the job

Carry out clinical diary management, booking rooms, patient appointments, professional meetings, and resolving any queries with clinicians.

Manage appointment bookings, updating electronic record system and sending follow up letters following Trust guidelines and targets.

Ensure referrals are actioned following the agreed Mental Health Service procedures according to the defined performance targets and timescales.

Retrieve and store records from Restore ensuring accurate information is recorded on progress of these records, their destination and delivery and support colleagues with issues arising.

Produce letters, emails or memoranda using standardised Trust templates ensuring accurate filing, recording and distribution.

Produce accurate minutes and full administration support for a range of meetings and investigations to include agenda preparation and follow up of appropriate actions.

Process incoming and outgoing mail, telephone or written messages, distributing appropriately and in a timely manner, taking responsibility for signposting or dealing with queries regarding issues arising.

All duties will be carried out within the Trust's Information Governance, recording, and data sharing procedures and guidance.

About us

Hampshire and Isle of Wight Healthcare NHS Foundation Trust is a newly established organisation, bringing together expertise from across mental health, learning disabilities, community, and physical health services. We are dedicated to delivering compassionate, high-quality, and accessible care to the diverse communities of Hampshire and the Isle of Wight.

With over 13,000 dedicated staff working across more than 300 sites, we place patients and staff at the centre of everything we do. Our goal is to create an integrated healthcare system that improves accessibility and ensures more consistent care for patients. By working together, we aim to improve patient outcomes, drive innovation, and meet the unique needs of the populations we serve.

Our Trust unites services from Southern Health, Solent NHS Trust, Isle of Wight NHS Trusts community and mental health teams, as well as Hampshire CAMHS, originally part of Sussex Partnership NHS Foundation Trust. This transformation enables us to deliver more seamless care across the region, ensuring that patients receive the right support, in the right place, at the right time.

Join us as we embark on this exciting journey to shape the future of healthcare across Hampshire and the Isle of Wight. We are deeply committed to our CARE values of compassion, accountability, respect, and excellence, and offer outstanding opportunities for career development, training, and collaborative working.

Date posted

30 December 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year based on full time hours

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

449-MHS-6644

Job locations

St.Mary's Community Health Campus (Portsmouth)

Milton Road

Portsmouth

Hampshire

PO3 6AD

Job description

Job responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Job description

Job responsibilities

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Person Specification

Qualifications

Essential

GCSE grade C/4 in English or a good standard of general education
Level 3 Diploma Apprenticeship in Business Administration or relevant experience

Experience

Essential

Experience of working in an office environment
Working to strict deadlines and under pressure
Providing operational Support
Working without direct supervision
Filing records management (Electronic/paper)

Person Specification

Qualifications

Essential

GCSE grade C/4 in English or a good standard of general education
Level 3 Diploma Apprenticeship in Business Administration or relevant experience

Experience

Essential

Experience of working in an office environment
Working to strict deadlines and under pressure
Providing operational Support
Working without direct supervision
Filing records management (Electronic/paper)

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.