Hampshire and Isle of Wight Healthcare NHS Foundation Trust
We are passionate about working with children and young people within Southampton. It is important to us that children and young people are seen, and we take the time needed to listen to their story. Our hope is that young people and their families leave our care with hope for the future.
We are appointing to new roles for a new and unique CYP Therapeutic Service. We are looking to recruit a Business Support Administrator to support our clinical team of Psychologists and mental health professionals.
The successful candidate must possess excellent verbal and written communication skills together with IT skills. As the sole administrator for the team, they will need to be resourceful, organised, highly-motivated and able to work effectively using their own initiative. They will work in liaison with clinicians, the local authority and families/care providers, so a caring and courteous manner is essential.
Duties will include the typing of clinic letters, processing referrals, and booking appointments, as well as other administrative tasks such as filing, scanning and data collation.
This is a permanent post of 22.5 hours per week (working pattern to be agreed upon offer). The role will be based in Southampton Civic Centre, and there will be a requirement to travel to other sites across Southampton.
Main duties of the job
1. Use and accurately populate the electronic record system (Systm One), and the SCC Care Directory, with information to include referrals, scanning and uploading information from other services in a timely manner, taking responsibility for the quality of the data and taking note of the Health Records Standards and Procedures and Record Keeping Policy.
2. Provide support to training events, away days, team meetings, etc. involving the coordination of diaries, venue and hospitality bookings.
3. Carry out clinical diary management, booking rooms, patient appointments, professional meetings, and resolving queries with clinicians.
4. Ensure referrals are actioned following the agreed procedures according to the defined performance targets and timescales.
5. Produce accurate minutes and full admin support for a range of meetings, to include agenda preparation and follow up of appropriate actions.
6. Process incoming and outgoing mail, and telephone, or written messages, distributing appropriately, taking responsibility for signposting or dealing with queries regarding issues arising.
7. Monitor and order stationery and leaflets, clinical and general supplies, and place order request with line manager when necessary.
8. Provide administrative support to the Clinical Service Manager to set up and review administration systems and processes as deemed appropriate.
9. Liaising by telephone or in person with clients, colleagues, and other healthcare professionals in a positive, friendly, calm, and sympathetic manner.
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 12,000 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.
Person Specification
Qualifications
* GCSE English and Maths level 4/C or above, or a good standard of general education
* RSA 3 Typing or equivalent experience
* Business and Admin NVQ Level 3 equivalent experience
* I.T skills and Knowledge
Experience
* Experience of administrative work.
* Knowledge of maintaining filing systems and collating information.
* Experience of working in a customer-focused environment.
* Experience of working in a constantly changing environment without direct supervisions.
* Ability to work as part of a team.
* Ability to input accurately to electronic information systems.
* Self-motivated and organised.
* Literate and Numerate.
* Flexible and adaptable to meet competing priorities and changing working practices.
* Good working knowledge of Windows based packages.
* Understanding of confidentiality, Data protection and safeguarding.
* Understanding of infection control procedures.
* Understanding of personal Health and Safety responsibilities.
* Is able to work legally in the UK.
* Is able to work with children and vulnerable adults.
* Ability to travel daily for meetings across a range of sites in Hampshire.
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 name
Hampshire and Isle of Wight Healthcare NHS Foundation Trust
£24,071 to £25,674 a year based on full time hours
Contract
Permanent
Job locations
Southampton Civic Offices, Southampton, Hampshire, SO14 7LY
Adelaide Health Centre, Western Community Centre
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