1. Main Purpose of role
The Administration Assistant plays a key role in supporting the efficient day-to-day operation of Mid Hampshire Healthcare's clinical and corporate services. Working as part of the head office teams, the post holder will provide high-quality administrative support to ensure the smooth delivery of patient services, clinical programmes, and organisational functions.
The role requires excellent organisational skills, attention to detail, strong communication skills and the ability to work flexibly across a range of services. The Administration Assistant will contribute to delivering an excellent patient experience by providing timely, accurate and professional administrative support while maintaining the highest standards of confidentiality, information governance and customer service.
2. Key tasks and responsibilities
Administrative Support
- Provide comprehensive administrative support across Mid Hampshire Healthcare services.
- Answer telephone calls, emails and other enquiries in a professional and courteous manner.
- Maintain electronic and paper filing systems in accordance with organisational policies.
- Produce correspondence, reports, meeting minutes and other documentation as required.
- Support the preparation and distribution of clinical and operational documentation.
- Ensure accurate data entry into clinical and administrative systems.
Operational Support
- Order office supplies.
- Manage office contracts for supplies and services.
- Help coordinate meetings, training sessions and staff events.
- Maintain shared calendars and booking systems.
- Manage facilities and venue bookings.
Accounts and HR
- Enter invoices into Quickbooks.
- Collate paperwork for payment runs.
- Assist with recruitment process.
- Assist with HR onboarding and offboarding process.
- Maintain HRM system (People HR).
General Responsibilities
- Undertake any other duties as requested by the Management Team.
- Maintain professional standards and behave in accordance with Mid Hampshire Healthcare values.
- Promote equality, diversity and inclusion in all aspects of work.
- Take reasonable care of personal health and safety and that of others affected by work activities.
The list above is not exhaustive, and the role holder will be expected to carry out other administrative tasks as requested for the good and benefit of Mid Hampshire Healthcare.
Confidentiality:
- While seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their Carers, staff, and other healthcare workers. All such information from any source is to be regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare workers or the business of MHH may only be divulged to authorised persons in accordance with the
- Organisations policies and procedures relating to confidentiality and the protection of personal and sensitive data.
3. Training
Training requirements will be monitored by yearly appraisal and will be in accordance with MHH’s requirements.
- Personal development will be encouraged and supported by MHH. It is the individuals’ responsibility to remain up to date with recent developments.
- Maintain continued education by attendance at courses and study days as deemed useful or necessary for professional development.
- Develop and maintain a Personal Learning Plan.
- If it is necessary to expand the role to include additional responsibilities, full training will be given and changes agreed by the postholder.
4. Core competencies
Essential Experience/Qualifications
- Good level of computer literacy.
- Minimum 2 years’ experience in an administrative, clerical or customer service role
- Good written and oral communication
- Experience of handling confidential or sensitive information appropriately
- Experience of managing competing priorities and working to deadlines.
- Experience of working as part of a team in a busy environment.
Desirable Experience/Qualifications
- Previous experience working within the NHS, primary care, community healthcare or social care.
- Experience using NHS clinical or patient administration systems (e.g. EMIS Web, SystmOne, Adastra or similar).
- Experience of organising meetings, events or training sessions.
- Experience of producing reports, spreadsheets and meeting minutes.
- Experience supporting quality improvement, audits or compliance activities.
- Experience working with external stakeholders such as GP practices, NHS Trusts, Integrated Care Boards (ICBs), local authorities or voluntary organisations.
Decision making
- Uses sound judgment to make good decisions based on information gathered and analysed.
- Considers all pertinent facts and alternatives before deciding on the most appropriate action.
- Commits to decision.
- Flexible and adaptable to changing priorities.
Teamwork
- Interacts with people effectively. Able and willing to share and receive information.
- Co-operates within the group and across groups.
- Supports group decisions and puts group goals ahead of own goals.
- Innovative and proactive.
- Collaborative and approachable.
Reliability
- Takes personal responsibility for job performance.
- Completes work in a timely and consistent manner.
- Sticks to commitments.
Communication
- Expresses ideas effectively.
- Organises and delivers information appropriately.
- Listens actively.
Integrity
- Shares complete and accurate information.
- Maintains confidentiality and meets own commitments.
- Adheres to organisational policies and procedures.
- Maintains all competencies and completes all mandatory training as part of maintaining professional development.
The post holder will be expected to work to any objectives and standards set within this framework
Pay: £14.23 per hour
Benefits:
- Company pension
- On-site parking
Work Location: In person
