About this role
Job summary
We are looking for an experienced and driven administrator to join our established Contracts Team. Our team manage a Trust Wide portfolio of contracts ranging from linen and security, to boilers, lifts and automatic doors. The post holder will be responsible for providing secretarial and administrational support.
Do you have a minimum of two years' experience working in an office environment? We are looking for someone who can demonstrate effective secretarial and communication skills; someone who is organised and able to self-motivate. Needs to be proficient in the use of Microsoft packages including Excel, Outlook and Word. The role requires the ability to produce quality and accurate documentation that supports the Contract Managers including taking minutes, e-mail correspondence, database entry and spreadsheet reviews and updates.
You will be a key team player and need to be able to prioritise your own work to meet occasional deadlines. Previous experience of working within a contract environment or the NHS is desirable but not essential, as full training provided.
We are recruiting to a full-time (37.5 hours per week over 5 days) role. Office base at Lymington New Forest Hospital though there will be minimal travel to other bases for occasional team meetings.
If you are interested in this post and would like to know more before applying please contact [email protected].
Main duties of the job
To provide competent administration and secretarial support to the Contract Managers who manage a range of Trust wide contracted services. This will include arranging meetings and taking minutes; liaison with other departments and external organisations/stakeholders; maintaining records with a high level of detail; updating contract activity data; data entry and filing; assist with drafting documents and correspondence.
Support the team by maintaining regular contact with contract providers, colleagues and Estate Services, acting as first point of contact for the Trust where necessary and assisting the contract managers by actioning incoming mail to the team e-mails.
Manage and maintain the contract teams central inbox, approved contractor database and updating the Estate Service Central Aided Facilities Management (CAFM) system ensuring responses and work is undertaken according to requirements and timescales.
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.
Job description Job responsibilities Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.
Person Specification
Qualifications Essential
Educated to GCSE standard to include English language and mathematics grade C or above or equivalent
Desirable
RSA II or equivalent Minute taking/shorthand qualification NVQ II Business administration
Experience Essential
Knowledge of office procedures Diary Management Excellent working knowledge of Microsoft office programmes including outlook, word and excel Excellent communication skills and telephone manner
Desirable
Knowledge of one or more computer systems, hardware or software procedures
Additional Criteria Essential
Ability to communicate effectively at all levels Will have worked as part of a team and under own supervision Arranging and supporting meetings of varying sizes and importance Advanced keyboard skills with touch typing Uses DSE equipment for a significant proportion of the day as most tasks computer based Flexible attitude to duties Ability to meet tight deadlines and multitask Ability to work calmly under pressure and to short timescales Inputting and manipulating data information into computer databases Frequent concentration, adaptable to work or pattern changes
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.
Employer details Employer name Hampshire and Isle of Wight Healthcare NHS Foundation Trust
Address Moorgreen Hospital
Botley Road, West End
Southampton
Hampshire
SO30 3JB
Employer's website https://hiowhealthcare.nhs.uk/ (Opens in a new tab)