Job summary
We are looking for a motivated and enthusiastic Band 3 administrator to join Poole Community Mental health Teams. The post is part time and will cover administrative and receptionist duties.
You need to have developed IT skills, a working knowledge of Microsoft Office and demonstrable experience of working in an office environment. The post holder will be responsible for providing administrative support as directed by the multi disciplinary team. We are a busy team and the post holder will be responsible for managing the day to day office based tasks, following processes and procedures including handling phone calls, adding referrals to our systems, booking appointments for the therapists, dealing with enquiries for the team and organising online groups.
We work with people who may have communication and/ or cognitive impairment so a clear and compassionate telephone manner is essential. Previous NHS experience and experience of using RiO patient records system will be an advantage. Being adaptive and flexible to the needs of the service and our client group is essential.
If you are looking for a change, a challenge and working with a wide variety of professionals, this could be the role for you.
Main duties of the job
To record patient data on the RiO system and book outpatient appointments.
To provide outpatient clinic reception service and admin support and assist with the retrieval and filing of patient's medical records and other related documents.
To provide a responsive prompt and professional service, via telephone, electronic and post, to patients, carers, relatives and all other professionals and agencies, ensuring this service is operational between 8.30am-5pm.
Creating and printing of Information Leaflets and Stationery and the monitoring of stationery supplies.
To record clinic activity.
Assisting with the administration of Online Support Groups, which involves sending out e mail links, keeping a Waiter's List and despatching the relevant packs to patients.
Collating Friends and Family Feedback information and inputting on "Gather."
Scanning and uploading of documents.
Booking of clinic rooms.
To provide secretarial support where needed.
To be prepared to help out in other departments as and when required.
To maintain a welcoming and tidy environment for all those using the Outpatient waiting area.
To cover for staff within the department and other departments during times of sickness, training and annual leave.
About us
At Dorset HealthCare we’re on a mission to empower people to make the most of their lives through our outstanding, joined-up healthcare services. We’re a dynamic, forward-looking Trust, running 12 community hospitals, specialist inpatient facilities and a wide range of integrated community and mental health services for a population of almost 800,000 people.
We do things differently here - it’s one of the reasons the CQC rated us 'outstanding' in 2019. It’s also why 95% of patients across our services say they have a good or very good experience of our services and 89% of staff feel they can really make a difference. Whether you’re looking to work with us in one of our bustling market towns, vibrant urban locations, thriving seaside spots, or among the rolling hills of Dorset, there are lots of ways you can make a difference in our communities.
Our 7,000-strong workforce is at the heart of what we do and our success is a testament to our brilliant people. We’re all about building a workplace for the future, we believe in equal opportunities and we celebrate diversity. We’re an inclusive workplace, where everyone is welcome, everyone can be authentic, and we are all encouraged to be the best version of ourselves.
Working with us you’ll be part of a strong team, challenge yourself, build a career, and teach us what we don’t know. And you’ll be working towards our vision to be better every day through excellence, compassion and expertise in all we do.
Details
Date posted: 16 March 2026
Pay scheme: Agenda for change
Band: Band 3
Salary: £12,468 to £13,299 a year p.a.
Contract: Permanent
Working pattern: Part-time
Reference number: 152-M476.25A
Job location
Alderney Outpatient Dept., Ringwood Road, Poole, BH12 4NB
Job responsibilities
For the main duties and responsibilities for this role please read the attached job description and person specification. When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post.
As part of our vision to have a skilled, diverse and caring workforce, Dorset HealthCare is working in partnership with The Princes Trust to support people getting into work, as part of this partnership, we are offering an employability service to support individuals between 16-30 years old with application writing, interview skills and other employment support. If you would like or know of anyone who would value this support please do contact dhc.wideningparticipation@nhs.net
Employment in this post requires a Standard Disclosure and Barring Service (DBS) check, which the Trust will cover the cost of. Applicants who subscribe to the DBS update service are able to present a valid DBS certificate instead of requiring a new check.
Person Specification
Job Specific Experience (Essential)
* Ability to prioritise
* Organisational Skills
* Able to work across organisational and professional boundaries
Desirable
* Previous NHS/Office experience
Information Technology (Essential)
* Basic IT skills, normally obtained through practice or practical training
Personal Qualities/Attributes (Essential)
* Positive approach
* Ability to develop and maintain good relationships with all disciplines/agencies
* Ability to work under pressure
* Discretion - Patient Confidentiality
Knowledge, Skills and Training (Essential)
* Good communication skills
* Good level of general education
* Keyboard skills
Desirable
* Audiotyping
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
Dorset HealthCare University NHS Foundation Trust
Alderney Outpatient Dept., Ringwood Road, Poole, BH12 4NB
Employer website: https://www.dorsethealthcare.nhs.uk/work-for-us
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