Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Team Secretary - New Forest CMHT West

The closing date is 20 May 2025

Job summary

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

An exciting opportunity has arisen for a Band 3 Secretary within the Administration Team with the Community Mental Health Team based in New Milton.

We are seeking an individual who is enthusiastic, compassionate, flexible, and creative in their approach and who can work alongside clinical staff and the wider multi-disciplinary team to provide quality and effective secretarial support.

Further details are set out in the Job Description. For additional information please contact Sophie McLelland, Administrative Manager on 02382 312950

Main duties of the job

To receive incoming telephone calls, and recorded messages to the service and to take messages, acting where appropriate and within level of responsibility, including making calls to outside agencies.

To type all correspondence using both copy typing and audio, including forms, rotas, assessments, GP letters, and reports as generated by the team.

To set up office systems and procedures to ensure that all documents can be retrieved easily.

To collate health care records, register new referrals and input any other relevant information on the relevant IT system.

To book appointments on to the relevant IT system.

To act as a Smartcard Champion if appointed by the Administrative Manager.

To input data on to the relevant systems and take responsibility for the quality of the data, reporting to data custodian any arising issues around quality.

To organise meetings and support diary management for the team.

To prepare agendas and take minutes of meetings as required.

To produce activity statistics as required.

To carry out photocopying and filing as required.

To undertake any additional projects for the Administration Manager or Team Manager/Leader as required and that are appropriate to their role.

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.

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

13 May 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,624 to £25,674 a year

Contract

Permanent

Working pattern

Part-time

Reference number

348-SW-7971

Job locations

Waterford House

142 Station Road

New Milton

Hampshire

BH25 6LP

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.

Job description

Job responsibilities

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

RSA 2 or equivalent
English to GCSE/O level grade A-C

Desirable

RSA 3

Experience

Essential

Previous experience working as a secretary/administrator.
Experience in typing with good keyboard skills.
Experience of establishing efficient office systems and processes.
Experience of dealing with the public.
Competence in using several software packages, Microsoft Word, Excel, PowerPoint, databases, and data entry.
Experience in minute taking.

Desirable

Audio typist
Experience of using Rio
Experience of working within a Health or Adult Services setting.
Understanding of medical terminology.

Additional Criteria

Essential

The ability to be sensitive and empathetic in distressing situations, remaining calm under pressure.
To have clear and polite communication skills.
The ability to follow policy and procedure.
To have an organised and flexible approach to work with a proven track record in prioritising workload.
Flexible and adaptable to meet the changing needs of the service.

Person Specification

Qualifications

Essential

RSA 2 or equivalent
English to GCSE/O level grade A-C

Desirable

RSA 3

Experience

Essential

Previous experience working as a secretary/administrator.
Experience in typing with good keyboard skills.
Experience of establishing efficient office systems and processes.
Experience of dealing with the public.
Competence in using several software packages, Microsoft Word, Excel, PowerPoint, databases, and data entry.
Experience in minute taking.

Desirable

Audio typist
Experience of using Rio
Experience of working within a Health or Adult Services setting.
Understanding of medical terminology.

Additional Criteria

Essential

The ability to be sensitive and empathetic in distressing situations, remaining calm under pressure.
To have clear and polite communication skills.
The ability to follow policy and procedure.
To have an organised and flexible approach to work with a proven track record in prioritising workload.
Flexible and adaptable to meet the changing needs of the service.

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

Waterford House

142 Station Road

New Milton

Hampshire

BH25 6LP

Employer's website

https://hiowhealthcare.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Address

Waterford House

142 Station Road

New Milton

Hampshire

BH25 6LP

Employer's website

https://hiowhealthcare.nhs.uk/ (Opens in a new tab)