Administration Officer

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

This job is now closed

Job summary

Hampshire and Isle of Wight Healthcare NHS Foundation Trust is looking to recruit 1 additional Administration Officer to join the NHS Talking Therapies Hampshire Step 3 service on a full-time basis (37.5 hours). This post will be office-based at Black Horse House in Eastleigh.

The team is seeking a dedicated and highly motivated administrator who can work efficiently as part of a team to ensure the smooth running of the service. The role will be varied with main duties including booking patient appointments, supporting Step 3 therapists, and carrying out daily general administrative tasks.

The successful candidate will be required to work with other members of the NHSTTH administration and management team, as well as external partners such as Solent Mind.

A positive approach to customer care and excellent communication skills are essential for this position. You must also work well in a very demanding and busy environment, have a good level of IT skills, and a willingness to learn.

For further information, or an informal discussion about this position, please contact Lynne Lane - Administration Manager: lynda.lane@southernhealth.nhs.uk

Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to: Hampshire and Isle of Wight ICB, Hampshire & Isle of Wight Healthcare FT, Portsmouth Hospitals University NHS Trust, University Hospital Southampton FT, South Central Ambulance Service or Hampshire Hospitals FT.

Main duties of the job

Contribute to the day-to-day administrative processes of the NHSTTH Step 3 Service. This will include becoming an expert user of IAPTUS to provide support for Step 3 and updating the system with appropriate information.

Provide admin support to the Group Facilitators and Lead.

Deal with incoming and outgoing post, including the generating of letters.

Ensure all emails are answered promptly and effectively as well as delivering messages accurately to the clinical team using professional judgement as required.

Sending direct booking links to patients and responding to any queries.

Cover periods of sickness and annual leave for the other Administration Officers.

Undertake other appropriate duties as delegated by the Senior Management Team which will aid the running of the NHSTTH service.

Maintain working relationships with other HIOW Healthcare teams, partner agencies, external agencies, and referrers.

Adhere to information Governance Guidelines to manage, store, and treat patient records appropriately. Ensure confidentiality and security of patient information is always maintained in compliance with the Data Protection Act.

Work under the guidance of HIOW Healthcare and NHSTTH policies and procedures.

Provide the provision of administrative support to the Admin Lead, and other members of staff as required.

Communicate effectively with all Therapists, and the wider team, to provide administrative support to these colleagues.

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.

Our Trust unites services from Southern Health, Solent NHS Trust, Isle of Wight NHS Trusts community and mental health teams, as well as Hampshire CAMHS, originally part of Sussex Partnership NHS Foundation Trust. This transformation enables us to deliver more seamless care across the region, ensuring that patients receive the right support, in the right place, at the right time.

Join us as we embark on this exciting journey to shape the future of healthcare across Hampshire and the Isle of Wight. We are deeply committed to our CARE values of compassion, accountability, respect, and excellence, and offer outstanding opportunities for career development, training, and collaborative working.

Date posted

31 December 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year based on full time hours

Contract

Permanent

Working pattern

Full-time

Reference number

348-MNH-6948

Job locations

Black Horse House

3rd Floor, 8 - 10 Leigh Road

Eastleigh

Hampshire

SO50 9FH

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

Educated to GCSE level or equivalent qualification/ work experience.
RSA II or equivalent in typing/ word processing

Experience

Essential

Previous experience of working in a secretarial role / Admin Role.
Experienced in minute taking.
Experienced in working to tight deadlines in a busy environment.
Experience in maintaining an organisational records system e.g. Patient Record System.
Data input/retrieval experience on large database systems.
Experience of working within a health setting.

Person Specification

Qualifications

Essential

Educated to GCSE level or equivalent qualification/ work experience.
RSA II or equivalent in typing/ word processing

Experience

Essential

Previous experience of working in a secretarial role / Admin Role.
Experienced in minute taking.
Experienced in working to tight deadlines in a busy environment.
Experience in maintaining an organisational records system e.g. Patient Record System.
Data input/retrieval experience on large database systems.
Experience of working within a health setting.

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.