About this role
Job summary
Are you an enthusiastic Administrator looking for a new challenge? Do you have an excellent eye for detail and take pride in ensuring things are completed to a high standard? Are you committed to doing your job to the best of your ability and comfortable working both independently and as part of a team?
The North & West Hampshire Community Learning Disability Team delivers high-quality healthcare to adults with learning disabilities across the locality. We are looking for an enthusiastic and motivated Administrator to join our team. This role will involve providing administrative support to the wider team, while also working closely with our Consultant Psychiatrists.
Excellent administrative, communication, and organisational skills are essential, as the role involves liaising with a wide range of internal and external professionals and organisations. You will also play a key role in providing a high standard of customer service to service users, carers, and visitors to the team.
If you are conscientious, compassionate, and flexible, with the ability to manage a varied workload, we would love to hear from you. Duties include audio typing, minute taking, report and letter preparation, handling telephone enquiries, diary management, and data entry.
Please read the Job Description and Person Specification carefully. If you would like to discuss the role further, please contact Marsio Soares, Operational Team Lead, on 07785 405567, or Natasha Hart, Admin Co-ordinator, on 02381 173730.
Main duties of the job
*Provide comprehensive administrative and secretarial support to the multidisciplinary team, with dedicated responsibility for supporting the Consultant Psychiatrist and Resident Doctors.
*Produce accurate letters, reports, medication reviews, meeting notes, and general correspondence from audio, verbal, handwritten, and electronic requests within agreed timescales.
*Co-ordinate, prioritise, and organise actions arising from correspondence and clinical requests.
*Manage the diaries of the Consultant Psychiatrist and Resident Doctors, including arranging appointments, clinics, meetings, and room bookings as required.
*Ensure electronic filing and document management are completed in accordance with local and Trust policies and within agreed timescales.
*Maintain confidentiality, sensitivity, and professionalism when handling complex and sensitive information, in line with Trust Information Governance requirements.
*Liaise effectively with professionals, external agencies, legal representatives, Trust staff, service users, and carers, providing a high standard of customer service and adhering to Trust values.
*Receive, record, and distribute telephone messages accurately and promptly in accordance with local procedures.
*Organise meetings, prepare associated documentation, take accurate minutes, and coordinate follow-up actions as required.
*Please refer to Job Description for more details
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
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.
Person Specification
Qualifications
Essential
- *GCSE English and Maths at Grade C/4 or above, or equivalent qualification (including Functional Skills Level 2).
- *Level 3 Business Administration qualification, Higher Apprenticeship, or equivalent qualification/experience.
- *Audio typing skills or demonstrable experience of producing accurate correspondence from dictation/audio recordings.
- *Good IT skills, including Microsoft Office applications (Word, Outlook, Excel, Teams).
Desirable
- *Knowledge of specialist medical terminology.
- *ICDL (formerly ECDL) or equivalent IT qualification.
- *Full UK driving licence and access to a vehicle with business use insurance.
Experience
Essential
- Experience of working in an administrative or secretarial role.
- Excellent working knowledge of Microsoft Office applications.
- Experience of organising and prioritising a varied workload, meeting deadlines, and maintaining attention to detail.
- Excellent communication and interpersonal skills, with the ability to communicate effectively with service users, carers, professionals, and colleagues.
- *Experience of working in an administrative or secretarial role.
- *Excellent working knowledge of Microsoft Office applications.
- *Experience of organising and prioritising a varied workload, meeting deadlines, and maintaining attention to detail.
- *Excellent communication and interpersonal skills, with the ability to communicate effectively with service users, carers, professionals, and colleagues.
- *Experience of providing high-quality customer service and managing sensitive or challenging conversations with diplomacy, discretion, and tact.
- *Ability to work independently and as part of a multidisciplinary team.
- *Positive and respectful approach towards people with learning disabilities and/or mental health needs.
- *Ability to identify opportunities for service improvement and contribute positively to change.
Desirable
- *Experience of working within the NHS, health, or social care settings.
- *Previous experience as a Medical Secretary or Team Secretary.
- *Experience of using healthcare information systems (e.g. RiO, SystmOne, EMIS, HealthRoster, ESR).
- *Experience of minute-taking and diary management.
- *Experience of providing guidance, training, or mentoring to colleagues.
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
Cromwell House
15 Andover Road
Winchester
Hampshire
SO23 7BT
United Kingdom
Employer's website
https://hiowhealthcare.nhs.uk/ (Opens in a new tab)