Job Summary
Do you possess excellent customer service, have a great eye for detail and love to work in a fast‑paced environment? We are looking for a kind and considerate Admin Support Officer to join our Care Coordination Centre and Inpatient Unit.
This role provides daily efficient administrative support to our busy Care Coordination Centre and Inpatient Unit. You will be responsible for processing referrals and taking calls from our Community clients, maintaining team rotas, minute taking, diary management and all input of data onto the Patient Administration Systems as required.
This is a busy role, working with systems and with a varied workload. We are therefore looking for someone enthusiastic and excited to take on a new challenge.
About Us
Mountbatten Hampshire (formerly Countess Mountbatten Hospice) is your local hospice if you live in Southampton and West Hampshire.
We are a charity which provides free care and support to people with any life‑limiting illness, including respiratory disease, Motor Neurone Disease, heart disease, advanced dementia and cancer. We also provide free bereavement and psychological support to patients and their families.
Much of our work takes places in people's own homes across our community. Mountbatten Hampshire is part of the Mountbatten Group, and its sister hospice is Mountbatten Isle of Wight.
Our Values
* We Care About What We Do. We appreciate that people are different, and we are kind and compassionate to our patients and families, to our local community and to each other.
* We are experts in our field. We are professional at all times, aspiring to be the best that we can be in everything that we do.
* We are innovative and bold. We respond quickly and creatively to the changing needs of our society within the scope of our human and financial resources.
* We respect our community. We exist for our local population, now and into the future, and we believe that we can achieve more together by working in partnership with others.
Details
Date posted: 06 January 2026
Pay scheme: Other Salary: £24,284 a year
Contract: Permanent Working pattern: Full‑time
Reference number: B0507‑VC253
Job location: Botley Rd, West End, Southampton, Hampshire, SO30 3JB
Job Description
Overview Of Role
To maintain effective and efficient administration systems by providing daily administrative support to the Care Coordination Centre and Inpatient Unit teams based at Mountbatten Hampshire to ensure the smooth running of all Mountbatten services across Hampshire.
Responsible for processing referrals/discharges, minute taking/meeting organisation/diary management, sending the necessary medical letters/reports as required, responding to enquiries received as required.
Responsible for the input of all data management onto the designated Mountbatten systems, including SystemOne as required by your teams and line manager.
Provide administration support as required to other areas of Mountbatten Hampshire to ensure the smooth running of services across the Mountbatten Group.
Care Coordination Centre General Tasks
* Provide a comprehensive administrative service to key team and other colleagues and service users of Mountbatten Hampshire.
* Deal with all telephone enquiries from patients, carers and external organisations courteously and efficiently, taking messages and ensuring these are passed onto the appropriate department/employees.
* Assist the Clinical Team Leaders with maintaining departmental rotas, diary and appointment schedules as requested on a daily basis.
* Ensure all tasks assigned to this role are dealt with in a timely manner and act as the point of contact for Community Team queries from all the Community and Medical Teams of Mountbatten.
* Maintain and order all stationery and forms for the Community and Medical teams as required to ensure all items are fully stocked, liaising with the Lead Receptionist for ordering.
* Assist in the design and development of administrative processes/protocols to enhance the service provisions of Mountbatten Hampshire.
* Assist with the preparation, development and production of correspondence, agendas, minutes, reports and presentational material that are delivered to Mountbatten Hampshire standards.
* Attend meetings, prepare agendas and produce minutes at designated meetings, ensuring that any actions arising are communicated to the relevant teams/employees and the actions are completed in accordance with agreed deadlines. All minutes to be produced in a timely fashion.
* Process all referrals onto SystemOne accurately, ensuring urgent requests are given priority and that these are processed immediately and raised with the Community and Medical team as required.
* Discharge patients from the Community Team as requested, ensuring standard operating procedures are always adhered to.
* Provide a comprehensive administrative service within the Care Coordination Centre to ensure that Community colleagues are supported and the Care Coordination Centre works as efficiently as possible.
* Support the Mountbatten Hampshire Medical Team with all administration duties, including populating clinic letters from SystemOne and weekly medical rotas.
* Ensure and manage the smooth running of both Community Team and Inpatient Unit syringe drivers, accurately documenting on SystemOne in a timely manner the booking out and return. Ensure syringe driver boxes are fully stocked in readiness for use and liaise with the Inpatient Unit for ordering when required.
Inpatient Unit Tasks
* Check and maintain the daily bed state, updating the system regularly to allow maximum and efficient use of bed space at Mountbatten Hampshire.
* Check and complete patient identification data on all relevant documentation, utilising the relevant computer system to update information as necessary, and ensure that sufficient patient identification labels are available.
* Receive patients, relatives and visitors onto the ward/unit/department, ensuring that they are appropriately oriented.
* Assist medical colleagues by ensuring that all visitors adhere to any prevailing visitor limitations or PPE requirements at all times.
* Co‑ordinate the appropriate storage of patient property, ensuring that patients’ valuables are kept securely, e.g. that patient valuables are taken to the Finance Office.
* Ensure that SystemOne is used to update all patient records, particularly admission/discharge recording.
* Make discharge/transfer arrangements for patients, as instructed by nursing staff, including the booking of transport service if required.
* Provide comprehensive administration support to medical colleagues, including arranging patient medical investigations, making outpatient/follow‑up appointments, assisting with non‑medical enquiries and preparing medical certificates. Ensure all death paperwork is completed in a timely manner.
Person Specification
Essential
* Understanding of confidentiality issues in a patient/client care setting.
* Ability to adapt to changing needs and requirements.
* Ability to be professional and take a consistent approach when dealing with service users and colleagues.
* Ability to use a wide range of software packages including Microsoft Office 365 (Word, Excel, PowerPoint).
* Ability to work effectively in a team environment as well as independently manage own workload.
* Excellent telephone manner and ability to provide a great customer service.
Desirable
* Ability to extract, analyse, interpret and report data and statistical information from multiple data sources.
* Experience of working in a pressurised environment.
* Experience of using SystemOne or other electronic care plan systems.
* Experience of initiating and maintaining office systems.
Qualifications
* 5 GCSEs grade C or above.
Experience
* Experience/understanding of information and statistics.
* Experience of communicating with professionals in a variety of settings.
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
Employer name: Mountbatten Hampshire
Address: Botley Rd, West End, Southampton, Hampshire, SO30 3JB
Employer's website: https://www.mountbatten.org.uk/ (Opens in a new tab)
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