Job summary
We are recruiting for an Integrated Administrator who wishes to join our team. You should share our passion and drive to ensure that our patients and staff receive quality and compassionate care and work with us to ensure the Trust continues its journey towards great people, great place.
An exciting opportunity exists for an Integrated Administrator to work within the Planned Care and Community Outpatients Cluster. The role is agile and will support any of our specialities, including Orthotics & Prosthetics, Podiatry, Dietetics, Pre-hab and Musculoskeletal Physio.
The successful candidate will have a recognised administrative qualification and proven level of experience in an administrative role, preferably within an NHS environment. This post will provide a wide range of administrative support to the team.
The post holder will:
- Be highly motivated
- Strive under pressure
- Be able to work in a team or alone
- Have excellent communication skills- written and verbal
- Proven IT skills
- High level of accuracy and attention to detail
- Ability to work to tight deadlines
If you think this could be you, then we would be delighted to receive your application.
Main duties of the job
Attached you will find the person specification document which provides more detail about the essential and desirable skills and experience needed for this role. We highly recommend you review this document and use it when completing your application as these criteria are used by hiring managers as guidance during shortlisting.
For an overview of the main duties of the role please see the 'Job Description and Main Responsibilities' section below. To understand the day-to-day responsibilities in more detail please read the full job description document attached.
We are passionate about providing excellent CARE, which is why our values areCompassion,Accountable,Respect andEveryone counts. Our mission is to make sure that our community is at the heart of everything we do and that we hold our values across all our services.
We are committed to endorsing inclusion, diversity and multiculturalism throughout out services and as such, our procedures and policies ensure that applicants are always treated fairly throughout the recruitment process.
Why not come and see for yourself the CARE we give to our patients and staff. Apply to be part of our team today.
About us
Across Hampshire and the Isle of Wight healthcare services are evolving and transforming to meet the continuing care needs of our population. Now is a very exciting time to join Isle of Wight NHS Trust as we enter this period of change.
This year Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust have strengthened our partnership and formed a group giving us an opportunity to work together to be innovative in improving patient care and outcomes as well as improving the experience and opportunities for our people across the two organisations.
We have also been working with other local NHS Trusts across our region to create a new organisation, bringing together all community, mental health and learning disability services from across Hampshire and Isle of Wight. Subject to approvals, the new organisation will be called Hampshire and Isle of Wight Healthcare NHS Foundation Trust.
As part of the move towards working as one organisation, people employed in our community, mental health and learning disability services by the Isle of Wight NHS Trust on 30 April 2024, will transfer to Southern Health Foundation Trust under Transfer of Undertakings (Protection of Employment) on 1 May 2024.
On 1st July 2024 Southern Health will become the new organisation (Hampshire and Isle of Wight Healthcare Foundation Trust).
The Isle of Wight NHS Trust will continue to deliver both acute and ambulance services for the island population.
Job description
Job responsibilities
The post holder will work agilely across any of our sites with the possibility of working from home. They will resolve and respond to incoming communication, seeking advice where necessary and will be expected to use high levels of independent judgement and responsibility.
To be responsible for administering and supervising the maintenance of statistical information using an appropriate cluster information system spreadsheet, database or identified Trust information system such as SystmOne and E-Care Logic ensuring that all information is completed within deadlines where appropriate.
To ensure the smooth flow of a patient's pathway into our services.
As part of our cluster, you will be helping to support and co-ordinate the work of the departments, sharing responsibility across the support team.
At all times ensure the provision of a professional and high-quality service.
Job description
Job responsibilities
The post holder will work agilely across any of our sites with the possibility of working from home. They will resolve and respond to incoming communication, seeking advice where necessary and will be expected to use high levels of independent judgement and responsibility.
To be responsible for administering and supervising the maintenance of statistical information using an appropriate cluster information system spreadsheet, database or identified Trust information system such as SystmOne and E-Care Logic ensuring that all information is completed within deadlines where appropriate.
To ensure the smooth flow of a patient's pathway into our services.
As part of our cluster, you will be helping to support and co-ordinate the work of the departments, sharing responsibility across the support team.
At all times ensure the provision of a professional and high-quality service.
Person Specification
Qualifications
Essential
- Accredited secretarial / admin / business qualification or course (e.g. RSA, NVQ Level 3, BTEC, European Computer Driving Licence or equivalent level of experience
- Demonstrated literacy and numerate to GCSE level
Desirable
- NVQ3 Administrations or NVQ Customer Care
Knowledge
Essential
- Secretarial/administrative experience in a clinical or similar environment (e.g. NHS, Local Authority, Social Services, Care Home DSS etc.)
- Must be numerate and able to provide statistical data clearly and accurately.
- Knowledge of statistical analysis via IT systems and producing reports often relating to complex information.
- Demonstrated ability to maintain confidentiality
- Be computer literate and have good working knowledge of Windows packages including Word/Excel
- Able to prioritise workload and deal with pressured situations.
- Experience of working in a Customer Service environment
- Good knowledge of administrative policies and procedures
Desirable
- Demonstrated applied knowledge and skills in effectively managing relevant systems and processes achieving "Super User" status in relevant information systems
Physical Skills
Essential
- Frequent concentration, whilst dealing with frequent interruptions and competing demands from work related queries and staff.
- Demonstrated Keyboard/IT skills to work with computer screens always requiring concentration.
- Physically capable of performing the role and responsibilities expected of the post holder.
Desirable
Aptitudes
Essential
- Flexible approach to working
- Good organisational skills.
- Demonstrated ability to maintain professional appearance
- Demonstrated confidence to work on own initiative whilst adhering to departmental protocols.
- Demonstrated self-awareness, motivation and time management skills
- Demonstrated enthusiasm and professional behaviours in line with organisation's values.
- Use initiative and be able to manage difficult situations
- Adaptable and flexible to change within working situation
- Good attention to detail
- Friendly, approachable, non- judgemental, tolerant
Desirable
- Ability to gather, analyse and report a limited range of data and information
Abilities
Essential
- Ability to work on own and as part of a team.
- Ability to work accurately under pressure and prioritise workload with minimum supervision
- Able to take comprehensive minutes of professional and team meetings.
- Evidence of commitment to personal development and training
Communication Skills
Essential
- Empathic approach. Friendly & approachable.
- Ability to present information clearly and systematically both verbally and in writing
- Demonstrated good communication skills required with staff/clients/ patients occasionally resolving difficult situations or complaints
Person Specification
Qualifications
Essential
- Accredited secretarial / admin / business qualification or course (e.g. RSA, NVQ Level 3, BTEC, European Computer Driving Licence or equivalent level of experience
- Demonstrated literacy and numerate to GCSE level
Desirable
- NVQ3 Administrations or NVQ Customer Care
Knowledge
Essential
- Secretarial/administrative experience in a clinical or similar environment (e.g. NHS, Local Authority, Social Services, Care Home DSS etc.)
- Must be numerate and able to provide statistical data clearly and accurately.
- Knowledge of statistical analysis via IT systems and producing reports often relating to complex information.
- Demonstrated ability to maintain confidentiality
- Be computer literate and have good working knowledge of Windows packages including Word/Excel
- Able to prioritise workload and deal with pressured situations.
- Experience of working in a Customer Service environment
- Good knowledge of administrative policies and procedures
Desirable
- Demonstrated applied knowledge and skills in effectively managing relevant systems and processes achieving "Super User" status in relevant information systems
Physical Skills
Essential
- Frequent concentration, whilst dealing with frequent interruptions and competing demands from work related queries and staff.
- Demonstrated Keyboard/IT skills to work with computer screens always requiring concentration.
- Physically capable of performing the role and responsibilities expected of the post holder.
Desirable
Aptitudes
Essential
- Flexible approach to working
- Good organisational skills.
- Demonstrated ability to maintain professional appearance
- Demonstrated confidence to work on own initiative whilst adhering to departmental protocols.
- Demonstrated self-awareness, motivation and time management skills
- Demonstrated enthusiasm and professional behaviours in line with organisation's values.
- Use initiative and be able to manage difficult situations
- Adaptable and flexible to change within working situation
- Good attention to detail
- Friendly, approachable, non- judgemental, tolerant
Desirable
- Ability to gather, analyse and report a limited range of data and information
Abilities
Essential
- Ability to work on own and as part of a team.
- Ability to work accurately under pressure and prioritise workload with minimum supervision
- Able to take comprehensive minutes of professional and team meetings.
- Evidence of commitment to personal development and training
Communication Skills
Essential
- Empathic approach. Friendly & approachable.
- Ability to present information clearly and systematically both verbally and in writing
- Demonstrated good communication skills required with staff/clients/ patients occasionally resolving difficult situations or complaints
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
