Administrator/Medical Secretary

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

We are currently seeking a highly organised and motivated Administrator/Medical Secretary to join our dynamic team. If you are passionate about healthcare and have the ability for administrative excellence, we would love to hear from you!

As an Administrator/Medical Secretary, you will play a crucial role in ensuring the smooth operation for our clinical staff. You will be the first point of contact for patients, providing them with a warm and professional manner. Your responsibilities will include managing patient records, scheduling appointments, and supporting our medical staff with various administrative tasks. This role requires a high level of discretion, excellent communication skills, and the ability to multitask in a fast-paced environment.

Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to: Hampshire and Isle of Wight ICB, Hampshire & Isle of Wight Healthcare FT, Portsmouth Hospitals University NHS Trust, University Hospital Southampton FT, South Central Ambulance Service or Hampshire Hospitals FT.

Main duties of the job

1. To provide comprehensive, timely, and accurate secretarial support to the clinical staff based at the CMHT.
2. To carry out the administration of all new referrals, sending out appointments, liaising with patients or their carers to answer any queries they may have. Type up assessments and carry out any administration required following the assessment.
3. Coordinate and organise actions arising from correspondence and ensure prompt and efficient response, as required, by the medical staff.
4. Coordination with other professionals, outside agencies, legal staff, Trust staff, etc., and maintaining records.
5. Manage and prioritise own workload, arrange appointments, take, transcribe and type letters, arrange follow-up actions as instructed, maintaining Consultant diaries to ensure a smooth and effective service, arranging for clinic lists to be available to reception staff.
6. To receive requests for appointments from various sources and to deal efficiently with these requests.
7. Making arrangements with any outside support agencies.
8. Organising meetings and taking minutes as necessary, typing and distributing to those appropriate.
9. To update and record information onto the Trust electronic systems and databases as required within the Trust key targets times eg RiO.
10. Perform any other ad hoc duties, as and when required, which are consistent with the nature of the post in consultation with the Administration Manager.

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 Trust's 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.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

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.

Person Specification

Qualifications

• Experience of using the Microsoft package
• Typing
• NVQ in administration or equivalent
• NHS/Clinical experience

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

£24,071 to £25,674 a year Based on full-time hours.