Administration Assistant - Community and Responsive Services

Job summary

We are looking for a highly motivated, approachable, and tactful Admin Assistant for our Business Support Team based at St Mary's Community Campus, Portsmouth.

Our priority is finding the right type of person who shares our values of patients first, working together and always improving; someone with the ability and attitude to grow and develop in the Trust as a valued member of our team.

This role is part of an administration team supporting designated Locality Clinical Teams and other clinical staff located throughout Portsmouth. The key responsibilities will be to maintain a high level of knowledge of the work of the team in general and an understanding of the work of those whom specific administrative support is provided.

You will have a caring and courteous manner and enjoy working with a variety of staff of different levels. You will also need to be able to work unsupervised and at peak times able to prioritise a varied workload. We are seeking a highly motivated individual who can work effectively using their own initiative.

Main duties, tasks & skills required

• Use and populate the electronic record system for clinical records (Systm1) or other service systems with accurate information.
• Work with patient notes, handle discharge papers and task other services.
• Populate systems and databases required for service delivery.
• Liaising by telephone or in person with clients, colleagues, and other healthcare professionals in a positive, friendly, calm, and sympathetic manner, using good judgement to identify requirements in order to pass on information correctly or take appropriate action.
• Manage appointment bookings, updating electronic record systems and sending appointment letters following Trust guidelines and targets.
• To support other areas in the service where required, to include word processing of all correspondence including letters, memorandums, agendas, minutes, reports, group material which will include spreadsheets and graphs.
• To support other areas where required, to include receiving patient referrals and assist the clinical team by preparing patient documentation acting as first contact to referrers, patients and carers, dealing with referrals from the point of receipt of referral to discharge, filing and dealing with all telephone enquiries to the clinical team.
• Able to work across different services and provide administrative support tailored to each service line.

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 description

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.

Person specification

Qualifications

Essential

GCSE English and Maths level 4/C or above, or a good standard of general education

RSA 3 Typing or equivalent

I.T skills and knowledge

Desirable

Business and Admin NVQ Level 3 or equivalent

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 kn