Job summary
This post is only open to applications from current employees of NHS Trusts within the Hampshire and Isle of Wight System (Hampshire and Isle of Wight ICB, Hampshire and Isle of Wight Healthcare, Portsmouth Hospitals University, Isle of Wight NHS Trust, University Hospital Southampton, South Central Ambulance Service or Hampshire Hospitals)
Secondment opportunity or fixed term contract.
We are seeking an Administrator for the Lived Experience functions within the Chief Quality and Engagement Officer portfolio.
The post holder will be responsible for providing effective and efficient clerical and administrative support to Lived Experience functions and development, as well as PA support to the Head of Lived Experience and Director of Transformation.
The role will involve a high level of organisational skills, as well as excellent working knowledge of administrative procedures and IT systems used within the Trust.
The successful candidate will be responsible for managing and prioritising their own workload, ensuring that deadlines are met, whilst demonstrating the values of our Trust.
Main duties of the job
Provide administrative and operational support to the Head of Lived Experience and Director of Transformation
Support with required reporting
Develop and maintain contact lists and distribution lists
Maintain files/records/databases and relevant documentation and disseminate appropriately
Review filing systems to ensure that they are fit for purpose
Deal with enquiries as appropriate
Plan and manage own workload ensuring all duties are completed promptly and efficiently
Demonstrate initiative, problem solving skills and make decisions on a regular basis
Assist on process development and project-management
Administer information systems, statistics and productivity data as required
Support Peer Support leads as required
Support the team to ensure effective and appropriate ordering using Trust systems such as SBS
Support and role model cultural development in line with the Trust values and principles
Take and formally document minutes of meetings as requested
Support recruitment processes including documentation; induction and ordering of all resources/IT systems etc
Co-ordinate workshops, team meetings, and peer support worker forum and community of practice
The post holder must be willing to be flexible to ensure best use of time and resources
Travel across HIOW as required
About us
Hampshire and Isle of Wight Healthcare NHS Foundation Trust is a newly established organisation, combining the expertise and services of multiple NHS providers to deliver high-quality healthcare across Hampshire and the Isle of Wight.
With a dedicated workforce exceeding 12,000 staff and a footprint that spans more than 200 sites across Hampshire, we offer an extensive range of services, including mental health, learning disabilities, community, and physical health care, reaching diverse communities across urban, rural, and coastal areas.
We are committed to delivering care with compassion, accountability, respect, and excellence, ensuring that our patients and service users are at the heart of everything we do. By working closely with our partners, we're creating a forward-thinking, inclusive organisation that champions staff development, well-being, and collaboration.
Join us and be part of an organisation dedicated to delivering exceptional healthcare; where your skills and ambitions can make a real difference to the communities we serve, now and in the future.
Job description
Job responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Job description
Job responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.
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
- Must be literate and numerate to GCSE level [A-C] in 5 subjects or equivalent qualification
- Accredited admin/business qualification - (e.g. European Computer Driving Licence, RSA, NVQ L3 or Equivalent) or relevant equivalent experience
Experience
Essential
- Knowledge of Oracle system
- Advanced professional skills in using a range of computer software including Microsoft Office i.e. Word/Excel/Power point / Outlook and general experience with information systems/databases and online meeting apps including Teams and Zoom
- Understanding of administrative policies and procedures
- Experience of supervision of staff and familiar of HR processes
- Experience of demanding workload in a pressured environment
- Experience of service development
- Experience of working within Health and Social care setting or equivalent
- Experience of working in a Customer Service environment
- Understanding of administrative policies and procedures
- Experience in dealing with complex/ confidential issues & situations
Desirable
- Knowledge of methods to monitor and analyse service performance statistical data, utilising in house systems
- Familiarity with Lived Experience functions and roles.
- Good working knowledge of NHS clinical I.T. systems appropriate to role i.e. PAS, Paris, system1, e-care is desirable
Additional Criteria
Essential
- Working with computer screens, requiring concentration for long periods of times / attention to detail
- Ability to travel to locations across HIOW to support the work of the team
- Ability to work in a variety of environments including home - agile working is integral to all administrative roles
- Ability to prioritise
- Ability to use initiative to solve problems
- Ability to work as part of a wider team
- Understanding of and commitment to maintaining confidentiality
- Report writing skills
- Shows initiative, common sense, good self-awareness, motivation, commitment, enthusiastic and is proactive
- Reliable and honest
- Support equality and value diversity
- Excellent time management skills ability to prioritise workload to meet the needs of the team
- Professional attitude and representation of the team in dealing with both internal and external partners
- Development and implementation of Trust policies to improve service delivery / management function
- Ability to work effectively and accurately under pressure
- Ability to meet deadlines
- Good report and letter drafting skills and minute taking
- Analysis of data as required
- Ability to learn from experience and continually improve
- Able to stay calm under difficult circumstances.
- Able to fulfil the requirements of the Behaviour Framework agreement.
- Versatility.
- Efficient use of resources
- Able to work alone and be a good team player
- Good knowledge of computer systems, including Microsoft Office Suite, with the ability to master new applications
- Excellent communication, interpersonal and people management skills
- Effective negotiation skills and the ability to manage a difficult situation calmly
- Good customer care skills and able to empathise and deal effectively with patients/ service users
- Ability to present information / data clearly and systematically both verbally and in writing with staff at all levels within the organisation
- Experience of working with external partners, agencies & the voluntary sector
Person Specification
Qualifications
Essential
- Must be literate and numerate to GCSE level [A-C] in 5 subjects or equivalent qualification
- Accredited admin/business qualification - (e.g. European Computer Driving Licence, RSA, NVQ L3 or Equivalent) or relevant equivalent experience
Experience
Essential
- Knowledge of Oracle system
- Advanced professional skills in using a range of computer software including Microsoft Office i.e. Word/Excel/Power point / Outlook and general experience with information systems/databases and online meeting apps including Teams and Zoom
- Understanding of administrative policies and procedures
- Experience of supervision of staff and familiar of HR processes
- Experience of demanding workload in a pressured environment
- Experience of service development
- Experience of working within Health and Social care setting or equivalent
- Experience of working in a Customer Service environment
- Understanding of administrative policies and procedures
- Experience in dealing with complex/ confidential issues & situations
Desirable
- Knowledge of methods to monitor and analyse service performance statistical data, utilising in house systems
- Familiarity with Lived Experience functions and roles.
- Good working knowledge of NHS clinical I.T. systems appropriate to role i.e. PAS, Paris, system1, e-care is desirable
Additional Criteria
Essential
- Working with computer screens, requiring concentration for long periods of times / attention to detail
- Ability to travel to locations across HIOW to support the work of the team
- Ability to work in a variety of environments including home - agile working is integral to all administrative roles
- Ability to prioritise
- Ability to use initiative to solve problems
- Ability to work as part of a wider team
- Understanding of and commitment to maintaining confidentiality
- Report writing skills
- Shows initiative, common sense, good self-awareness, motivation, commitment, enthusiastic and is proactive
- Reliable and honest
- Support equality and value diversity
- Excellent time management skills ability to prioritise workload to meet the needs of the team
- Professional attitude and representation of the team in dealing with both internal and external partners
- Development and implementation of Trust policies to improve service delivery / management function
- Ability to work effectively and accurately under pressure
- Ability to meet deadlines
- Good report and letter drafting skills and minute taking
- Analysis of data as required
- Ability to learn from experience and continually improve
- Able to stay calm under difficult circumstances.
- Able to fulfil the requirements of the Behaviour Framework agreement.
- Versatility.
- Efficient use of resources
- Able to work alone and be a good team player
- Good knowledge of computer systems, including Microsoft Office Suite, with the ability to master new applications
- Excellent communication, interpersonal and people management skills
- Effective negotiation skills and the ability to manage a difficult situation calmly
- Good customer care skills and able to empathise and deal effectively with patients/ service users
- Ability to present information / data clearly and systematically both verbally and in writing with staff at all levels within the organisation
- Experience of working with external partners, agencies & the voluntary sector
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.
