About this role
Job summary
To provide a comprehensive, high-quality administrative and secretarial service to the Elmleigh Team.
The post holder will act as a key point of coordination for medical and MDT activity, ensuring meetings, ward rounds, and patient-related processes are efficiently organised and communicated.
This role requires a high level of organisation, initiative, and communication skills, with a strong focus on supporting service users, carers, and clinical staff in a timely and professional manner.
Main duties of the job
*Arrange and coordinate CPA meetings, discharge planning meetings, and other clinical meetings.
*Prepare meeting documentation in advance, ensuring all relevant information is available.
*Attend meetings where required and take accurate, detailed minutes, capturing actions and outcomes clearly.
*Distribute minutes and track completion of agreed actions.
*Liaise with professionals, families, and external agencies to ensure attendance and effective communication.
*Prepare and organise weekly ward rounds, ensuring clinicians have all required information.
*Coordinate participation from relatives and carers where appropriate, including booking attendance.
*Send clear correspondence to patients and families with details of meetings and how to attend.
*Maintain communication with families as needed to support engagement and attendance
*Process referrals, correspondence, and documentation accurately and in a timely manner.
*Use Trust systems (including RiO) to record, update, and maintain patient and service data.
*Scan, upload, and manage documentation in line with Trust policies and deadlines.
*Support data collection for audits, reporting, and service performance monitoring.
*Work flexibly as part of the wider administrative team.
*Provide cover across roles during absences, including:
*Team Secretary duties
*Ward Clerk duties
*Reception cover
*MDT meeting.
*Undertake additional tasks or projects as required by the Admin Team Lead.
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
*Minimum of 2 years' experience of secretary/admin role. *Excellent standard of written and oral English.
Desirable
*Previous experience of working as a medical secretary in a healthcare setting.
Experience Essential
*Proven experience in an administrative or secretarial role. *Strong organisational skills with the ability to prioritise workload independently. *High standard of minute-taking and meeting coordination skills. *Excellent written and verbal communication skills. *Experience using Microsoft Office (Outlook, Word, Excel). *Ability to work flexibly within a team and support service needs. *Experience working in a fast-paced environment.
Desirable
*Previous NHS or healthcare experience. *Experience using RiO or similar clinical systems. *Experience supporting MDT processes. *Experience liaising with patients, families, and carers. *Knowledge of Trust systems and processes.
Additional Criteria Essential
To have a kind and friendly compassionate approach to our patients, relatives and 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 Elmleigh
61a New Lane
Havant
Hampshire
PO9 2JJ
United Kingdom
Employer's website https://hiowhealthcare.nhs.uk/ (Opens in a new tab)