The closing date is 30th Aug 2026
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Anticipated Interview date(s) TBC
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Job summary
The post holder will be responsible for providing effective and efficient clerical and administrative support to teams of healthcare professionals, as part of an integrated admin service across the Community Service Line. The role will involve a high level of organisational skills and excellent working knowledge of administrative procedures and IT systems used within the Trust. They will be responsible for managing and prioritising their own workload, ensuring that deadlines are met and will be required to use their own initiative.
The post holder will support the effective running of the departments within the Service Line which requires managing flow of work, clinic coordination including patient appointments, reviewing, and maintaining waiting list, updating clinical records both electronic and paper, recording referrals, typing clinical letters, filing and ordering resources.
The post holder will proactively support the Service Line in the development of standards and change initiatives and will assist with the day-to-day operational work, liaising with all members of the Service Line and outside agencies. They will work within departmental guidelines and procedures to support the Service Line with a range of activities such as audit or research programmes & information gathering.
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Main duties, tasks & skills required
Provide senior administrative assistance to Operational Lead MSK (Admin)
Provide administrative and operational support to Services within the Service Line
Support the governance and compliance reporting required across the Service Line
Maintain files/records/databases and any relevant documentation and disseminate appropriately.
Answer telephone/emails and deal with enquiries as appropriate
Be required to demonstrate initiative, problem solve and make decisions without reference on a regular basis
Administer day to day information systems, statistics and productivity data.
Advocate on the service users behalf and provide a link between the service user and all parts of the Service Line.
Provide a link between other providers for care relating to our service users.
To support the teams with daily administration tasks as required.
At all times ensure the provision of a professional and high-quality service.
To assist and fully participate in and take responsibility for all clerical and administrative aspects of the office.
To process and record referrals and enquiries for the Service Line.
Maintain all paper and software-based information, administrative systems and office procedures.
The role may involve direct line management of admin staff - e.g. inductions, appraisals and day to day oversite of work.
The post holder must be willing to be flexible and to continually review operating procedures to ensure best use of time and resources
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About us
Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.
Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.
We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.
Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence
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Job description
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.
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Person specification
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Qualifications
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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.
Good working knowledge of NHS clinical I.T. systems appropriate to role i.e. PAS, Paris, system1, e-care is desirable appropriate to role.
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
Understanding of administrative policies and procedures
Relevant experience of supervision of staff and familiar of HR processes
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
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Desirable
Work towards Business Admin NVQ level 4 or equivalent / evidence of personal development in relevant area
Knowledge of methods to monitor and analyse service performance statistical data, utilising in house systems
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Experience
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Essential
Administration teams experience of demanding workload in a pressured environment
Working with computer screens, requiring concentration for long periods of times / attention to detail
Ability to travel to locations across the Island to support the work of the Service Line / Locality
Ability to work in a variety of environments including home - agile working is integral to all administrative roles
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Desirable
Evidence of agile working
Contribute to improving quality.
Maintain quality in own work and encourage others to do so
Support equality and value diversity
Ability to adapt to change within working situation
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Additional Criteria
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Essential
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
Ability to deputise for Operational Lead
Experience of working with external partners, agencies & voluntary sector
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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.
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For help with your application, contact:
Megan Macgregor
[email protected]
07920024124
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Pay scheme
Agenda for Change
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Band
Band 4
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Salary
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£28392.00 to £31157.00 Yearly
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Contract
Permanent
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Working pattern
Full-Time
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Reference number
348-IOW-11913
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Job locations
Arthur Webster Clinic
35 Languard Manor Road
Shanklin
Isle of Wight
PO37 7HZ
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Attachments
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Job Description
V2 Band 4 BSO JD.pdf – 427KB Opens in a new window
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Additional document 1
EmployeeBenefits_hiowh_v1-compressed_3.pdf – 1001KB Opens in a new window
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Additional document 2
IOW_v1_compressed (4).pdf – 461KB Opens in a new window
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