Team Secretary

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

The closing date is 11 May 2025

Job summary

The Elmleigh team are looking to recruit a Team Secretary to provide comprehensive administration and secretarial services to the Elmleigh leadership and admin teams. The post holder will be responsible for the organisation of their own workload and delegated decisions/actions, as deemed appropriate by the Administration Manager and senior leadership team. The needs of the service user will be the utmost priority. The principle of high-quality customer care is at the heart of this role.

Ensure a friendly and professional ethos within the team/department for patients.

Only open to current employees of Hampshire & Isle of Wight Healthcare NHS Foundation Trust

Main duties of the job

Providing timely and accurate secretarial support to the senior leadership team for dictation, audio or copy typing, ensuring the confidentiality of patient records is maintained according to Data Protection and Caldicott Guardianship guidelines. Including spreadsheet updating, team meetings and staff meetings.

Organising meetings and taking Minutes as necessary, typing and distributing to those appropriate.

To stay on top of upcoming nursing students and ensure all onboarding is in place for them to have a smooth-running placement as well keeping any student training resources up to date.

Coordinate and organise actions arising from correspondence and ensure prompt and efficient response, as required, by the team/department staff.

Ensure clinical supervisions kept up to date and maintaining of staff personal files including filing all staff paperwork in a timely manner.

Prepare for senior leadership teams regular meetings by pulling data and actions and ensure feedback collected in absence of attendees.

Lead on daily staff training sessions and arrange and liaise where appropriate with training facilitators.

To update and record information onto the Trust's electronic systems and databases as required within Trust key target times eg e-rostering, RIO, Insights etc.

Provide cover for reception and be competent using software's such as erostering and BSG ordering systems to cover in periods of annual leave and sickness.

Undertake audits/surveys as necessary.

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

28 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year

Contract

Permanent

Working pattern

Part-time

Reference number

348-AC-7857

Job locations

Elmleigh

61a New Lane

Havant

Hampshire

PO9 2JJ

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

Previous experience of working as a secretary.
Excellent standard of written and oral English.
GCSE/O level education including English and Maths Grade C or above
Experience of setting up and maintaining filing systems.
Experience of dealing with the public.
Competence in using a number of software packages, e.g.; Microsoft Word, Excel, Powerpoint.
Experience of minute taking/action notes.
Understanding of and commitment to Trust Equal Opportunities Policy.
Understanding of and commitment to confidentiality.

Desirable

Knowledge of E-Rostering system.
Knowledge of RiO system.
Experience of reception duties.
Smartcard champion.
Knowledge of BSG or Clares ordering system.
Full, clean UK driving licence.
Audio typing.

Person Specification

Qualifications

Essential

Previous experience of working as a secretary.
Excellent standard of written and oral English.
GCSE/O level education including English and Maths Grade C or above
Experience of setting up and maintaining filing systems.
Experience of dealing with the public.
Competence in using a number of software packages, e.g.; Microsoft Word, Excel, Powerpoint.
Experience of minute taking/action notes.
Understanding of and commitment to Trust Equal Opportunities Policy.
Understanding of and commitment to confidentiality.

Desirable

Knowledge of E-Rostering system.
Knowledge of RiO system.
Experience of reception duties.
Smartcard champion.
Knowledge of BSG or Clares ordering system.
Full, clean UK driving licence.
Audio typing.

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.