About this role
Job summary
Are you looking to build a career within one of the UKs leading mental health trusts?
Would you like to join a dedicated team committed to making a meaningful difference and supporting people to achieve a better future?
An exciting opportunity has arisen for a highly motivated and versatile Administration Secretary to join the Secure, Acute and Crisis Division at Hampshire and Isle of Wight NHS Foundation Trust. The successful candidate will provide high-quality, comprehensive administrative and secretarial support to the medical team and wards at Antelope House.
Main duties of the job
Provide high-quality administrative and secretarial support to the medical team and wards
Manage diaries, organise meetings, and coordinate schedules for clinical staff
Prepare, type, and distribute correspondence, reports, and meeting minutes (including audio typing)
Maintain accurate and up-to-date electronic and paper filing systems
Act as a key point of contact, handling telephone calls, emails, and enquiries professionally and efficiently
Support onboarding of new staff, including processing documentation and arranging access to systems and equipment
Assist with the coordination and communication of rotas, on-call arrangements, and service updates
Ensure all documentation and record keeping meets Trust standards, including confidentiality requirements
Input, update, and retrieve data from relevant systems and databases
Provide administrative support for audits, reporting, and service performance activity
Manage incoming and outgoing mail and general office tasks
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
GCSEs (or equivalent) in English and Maths Administrative or IT qualification equivalent to NVQ Level 3 or 2 A or AS Level
Desirable
Knowledge equivalent to Senior Secretarial Certificate or Diploma or equivalent practical experience.
Experience Essential
Excellent customer service skills Strong organisational skills with the ability to prioritise workload and adapt to changing demands Experience of taking accurate formal and informal minutes Good IT skills and experience using computer-based systems High standard of written and verbal communication Attention to detail and accuracy Experience of diary management and meeting coordination Ability to complete administrative tasks to deadlines (e.g. letters, minutes, filing) Understanding of confidentiality and data protection Experience providing administrative or secretarial support to a team Ability to remain calm and focused under pressure
Desirable
Experience working within a healthcare, mental health, or adult services setting Knowledge of medical terminology Understanding of the Mental Health Act Audio typing experience
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 Antelope House
Brintons Terrace
Southampton
Hampshire
SO14 0YG
United Kingdom
Employer's website https://hiowhealthcare.nhs.uk/ (Opens in a new tab)