Team Admin Coordinator

Job summary

We are recruiting for a Team Admin Coordinator to join our team.

Your role will be to manage and supervise a team of administrative staff, allocating workload and reviewing performance.

To maintain an overview of the administration function and workflow within the team, ensuring presence in the office to support the team.

To support the Team Manager in the effective delivery of clinical services through the management of performance data, data quality and compliance monitoring

To provide comprehensive administrative support to clinical staff including the manager, supervising the administration team, and ensuring the smooth running of the office function, including ensuring sufficient cover is provided in times of sickness and annual leave.

To be responsible for maintaining rosters, including sickness and absence records for all staff and related employee information.

To act as central administrative contact point for the team.

To consistently deliver a client focussed service, which promotes good customer service and effective working relationships.

Please note that the location of this vacancy is Bramblys Drive, Basingstoke, RG21 8UN

Main duties of the job

Calls and typing correspondence producing documents to a high standard, using Trust templates, in line with Trust guidelines.

To ensure data submission, analysis, activity reports, operational reports are up to date and users are aware of deadlines, planning and prioritising workload appropriately.

To arrange, prepare the agendas and take minutes for team meetings and other meetings

To lead on the administration process for the recruitment of staff.

To maintain records of sickness / absence / leave for the team via the electronic Health Roster.

To provide effective administrative support

To maintain up to date staff details including emergency contact details etc

To provide a comprehensive and professional administration service to the team.

To operate and update computerised systems including Trust systems and any bespoke systems local to the team.

To monitor and update any waiting lists contained within the team.

To maintain comprehensive paper and electronic filing systems.

To provide support to administrative colleagues in relation to difficult or anxious service users, carers, and relatives, both face to face and over the telephone.

To organise any additional resources required for appointments or meetings, for example, interpreters.

To participate in a rota to cover reception duties if required.

To maintain an overview of the administration function and workflow within the team discussing any areas of concern with the manager.For full list of duties please see attached JD

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.

Employer details

Employer name

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Address

Tatchbury Mount

Calmore

Southampton

Hampshire

SO40 2RZ

Employer's website

https://hiowhealthcare.nhs.uk/ (Opens in a new tab)

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Employer details

Employer name

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Address

Tatchbury Mount

Calmore

Southampton

Hampshire

SO40 2RZ

Employer's website

https://hiowhealthcare.nhs.uk/ (Opens in a new tab)

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