Go back Hampshire and Isle of Wight Healthcare NHS Foundation Trust
Team Administrator
The closing date is 24 August 2025
The Team Administrator will provide a full administrative service, having daily liaison with a wide range of staff at all levels and regular contact with people that use our services and their parents/carers, who may at times be distressed, upset, or extremely frustrated.
The Team Administrator will be responsible for ensuring the effectiveness of the office environment for the team.
To provide a comprehensive range of administrative services to the team. To liaise with other departments and services and to respond effectively to enquiries from the general public, service users, referrers, and other agencies.
To consistently deliver a client focussed service that promotes good customer service and effective working relationships.
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
Main duties of the job
To provide comprehensive and efficient administrative support to the team; this will include handling all aspects of correspondence, including dealing with telephone enquiries.
Liaise with other directorates and staff at all levels and with external agencies.
To act as a contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons involved.
To open and process incoming and outgoing mail for the team.
To be responsible for scanning and uploading documents into Rio, accurately onto the correct tab and in a timely manner.
To provide reception services, receiving visitors on behalf of the department, dealing sensitively with people, in person and on the telephone, taking accurate messages and providing follow up action as required, using appropriate initiative.
To accurately record messages and information from any callers in a timely manner and to initiate appropriate procedures, maintaining effective channels of communication.
To produce handwritten and electronic notes word processed letters and reports to a high standard of presentation and accuracy using appropriate Trust templates, in line with Trust guidelines. Some letters and reports may contain very distressing content.}
Ensure that all information is clear and is handled in a confidential manner, in line with the relevant Trust policies.
Please see job description for full list of responsibilities.
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.
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.
Person Specification
Qualifications
* NVQ 3 in Business & Administration or evidence of equivalent practical experience
* Good standard of secondary education; GCSE at Grade C or above, or equivalent
* A good standard of typing, RSA 3, or equivalent experience
Experience
* Proven experience of a range of administrative procedures
* Experience of producing documents to a high standard of presentation with good accuracy
* Experience of generating own correspondence to a high standard
* Experience of maintaining office systems
* Experience of working as part of a team
* An understanding of medical terminology
* Proven experience of working as an administrator
* Experience of working within the NHS
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 name
Hampshire and Isle of Wight Healthcare NHS Foundation Trust
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