Business Support Admin Assistant

Job summary

This is an exciting and developing role that provides essential administrative support to our Inpatient Clinical Units. As the first point of contact for patients, families, and visitors arriving at Summerlee Ward and Spinnaker Ward, you will play a vital role in creating a welcoming and supportive environment.

Our service operates between 8am and 8pm, so you will be required to work a variety of shifts within these hours to ensure consistent cover and support for the wards.

While your primary focus will be wardbased reception and administration, there may be occasions where you are required to support the Community and Responsive Services (CRS) Administration Team, depending on service priorities. This offers a valuable opportunity to broaden your skills and experience across different areas of the service.

Working as part of a friendly, fast-paced, and sometimes high pressure multidisciplinary team, you will provide high-quality administrative support to clinical colleagues.

Key tasks may include managing enquiries, supporting admissions and discharges, maintaining accurate records, and ensuring effective communication within the team and with external partners.

This role is ideal for someone who is organised, adaptable, and committed to delivering excellent patient focused service in a dynamic healthcare environment.

Main duties of the job

• Establish and maintain necessary administrative procedures to ensure smooth running of the service.
• Receive patient referrals, prepare patient documentation acting as first contact to GPs, patients and carers, dealing with referrals from point of receipt to discharge, filing and dealing with telephone enquiries to the clinical team.
• Support data monitoring and reporting systems.
• Word processing of correspondence including letters, agendas, minutes, reports, group material including spreadsheets and graphs.
• Attend weekly, monthly, or as and when required meetings taking, transcribing, and disseminating of minutes.
• Receipt and opening of internal and external post, dealing with correspondence as appropriate.
• Be responsible for the timely and courteous manner of answering telephone enquiries, taking messages for clinical and management staff.
• Undertake a variety of clerical duties including photocopying.
• Report any defects or damages to area to Estate Department and liaise closely with Premises Manager.
• Ensure stock levels are maintained in line with agreed procedures.
• Responsible for ordering of supplies and equipment using the Shared Business Services System.
• Responsible for covering other staff in times of absence and planned leave.
• Maintain information storage systems for easy retrieval eg. general filing systems.
• Undertake training ensuring that Data Protection and Caldicott Principles are fully observed and complied with.

About us

Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.

Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.

We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.

Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence

Employer details

Employer name

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Address

St.Mary's Community Health Campus (Portsmouth)

Milton Road

Portsmouth

Hampshire

PO3 6AD

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

St.Mary's Community Health Campus (Portsmouth)

Milton Road

Portsmouth

Hampshire

PO3 6AD

Employer's website

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

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