We're looking for a Business Support Administrator to join our Administration Team for Community Specialist Services in Portsmouth. We are seeking a highly motivated and committed administrator, who has excellent attention to detail, strong proactive skills and a willingness to learn. You will be part of a skill mixed Business Support Team, working to build on good performance to maximise the contribution to Adults in Portsmouth.
You will have a caring and courteous manner and enjoy working with a variety of staff of different levels. You will also need to be able to work unsupervised and at peak times able to prioritise a varied workload. We are seeking someone who can work effectively using their own initiative but also work well within a team.
This role will require you to move from one Team to another covering annual leave, sickness but also helping with large workloads and priorities to optimise team performance. We strive to focus on releasing time for the clinical staff to care for our patients in the community. You will be expected to have excellent communication and organisational skills which will help you to settle well within our service.
Main duties, tasks & skills required
To establish and maintain the necessary administrative procedures to ensure smooth running of the service. Support data monitoring and reporting systems, and the specific reporting requirement of elements of the clinical teams. To support other areas in the service where required, to include word processing of all correspondence including letters, agendas, minutes, reports, photocopying, group material which will include spreadsheets and graphs. To support other areas where required, to include receiving patient referrals and assist the clinical team by preparing patient documentation acting as first contact to GP's, patients and carers, dealing with referrals from the point of receipt of referral to discharge, filing and dealing with all telephone enquiries to the clinical team. Attend weekly, monthly or as and when required meetings taking, transcribing and disseminating of minutes. Receipt and opening of internal and external post, and deal with correspondence as appropriate. Send and receive messages using e-mail and act as a point of contact for messages from and to relevant managers, colleagues and system stakeholders. Be responsible for the timely and a courteous manner of answering telephone enquiries, taking messages for clinical and management staff. Report any defects of damages to area to Estate Department and liaise closely with Premises Manager. Ensuring stock levels are maintained in line with agreed procedures. 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. Person specification
Qualifications
Essential
Experienced Admin Assistant with RSA II in word processing, or an equivalent qualification. A good standard of education including at least English and Maths at Vocational Level 2 or 5 x GCSE Grade 4/ C or above. To have a good knowledge of Microsoft Office packages including Outlook, Excel and email. Desirable
NVQ 2 in Business Administration or equivalent qualification Experience
Essential
Proven experience of working as an Admin Assistant. Up to date knowledge of Information Governance and how it applies to information and records relating to patients and staff. Ability to use initiative and prioritise. Good team working skills with the ability to work autonomously. Excellent organisation skills. Self-motivation. Flexibility. Excellent communication, telephone, and interpersonal skills. Being flexible and adaptable at work to meet competing priorities. Ability and experience of juggling several jobs at once and not losing track or accuracy. Knowledge of how to detach oneself from own problems and be supportive of others. Ability to remain cool, calm, and non-judgmental in any situation. For help with your application, contact:
Tracey Hobbs tracey.hobbs@solent.nhs.uk Pay scheme
Agenda for Change Band
Band 2 Salary
£23615.00 to £23615.00 Yearly Contract
Permanent Working pattern
Full-Time, Flexible Working Reference number
449-ADP-6568 Job locations
St.Mary's Community Health Campus (Portsmouth) Milton Road Portsmouth Hampshire PO3 6AD
#J-18808-Ljbffr
To establish and maintain the necessary administrative procedures to ensure smooth running of the service. Support data monitoring and reporting systems, and the specific reporting requirement of elements of the clinical teams. To support other areas in the service where required, to include word processing of all correspondence including letters, agendas, minutes, reports, photocopying, group material which will include spreadsheets and graphs. To support other areas where required, to include receiving patient referrals and assist the clinical team by preparing patient documentation acting as first contact to GP's, patients and carers, dealing with referrals from the point of receipt of referral to discharge, filing and dealing with all telephone enquiries to the clinical team. Attend weekly, monthly or as and when required meetings taking, transcribing and disseminating of minutes. Receipt and opening of internal and external post, and deal with correspondence as appropriate. Send and receive messages using e-mail and act as a point of contact for messages from and to relevant managers, colleagues and system stakeholders. Be responsible for the timely and a courteous manner of answering telephone enquiries, taking messages for clinical and management staff. Report any defects of damages to area to Estate Department and liaise closely with Premises Manager. Ensuring stock levels are maintained in line with agreed procedures. 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. Person specification
Qualifications
Essential
Experienced Admin Assistant with RSA II in word processing, or an equivalent qualification. A good standard of education including at least English and Maths at Vocational Level 2 or 5 x GCSE Grade 4/ C or above. To have a good knowledge of Microsoft Office packages including Outlook, Excel and email. Desirable
NVQ 2 in Business Administration or equivalent qualification Experience
Essential
Proven experience of working as an Admin Assistant. Up to date knowledge of Information Governance and how it applies to information and records relating to patients and staff. Ability to use initiative and prioritise. Good team working skills with the ability to work autonomously. Excellent organisation skills. Self-motivation. Flexibility. Excellent communication, telephone, and interpersonal skills. Being flexible and adaptable at work to meet competing priorities. Ability and experience of juggling several jobs at once and not losing track or accuracy. Knowledge of how to detach oneself from own problems and be supportive of others. Ability to remain cool, calm, and non-judgmental in any situation. For help with your application, contact:
Tracey Hobbs tracey.hobbs@solent.nhs.uk Pay scheme
Agenda for Change Band
Band 2 Salary
£23615.00 to £23615.00 Yearly Contract
Permanent Working pattern
Full-Time, Flexible Working Reference number
449-ADP-6568 Job locations
St.Mary's Community Health Campus (Portsmouth) Milton Road Portsmouth Hampshire PO3 6AD
#J-18808-Ljbffr
