Job summary
We are recruiting for an Administrator who wishes to join our team. You should share our passion and drive to ensure that our patients receive quality and compassionate care.
The successful candidate will work as an integrated member of the Community Division providing comprehensive, professional, confidential, efficient, and effective administrative support to the team, including advice and support to patients / relatives and visitors if required.
You will work with the Acute In- reach & Onward Flow Cluster to provide proactive administrative support to the team, assisting in the day-to-day operational work of the team. Initially to support the Transfer of Care Hub. This will involve liaising with members of the team, service leads and members of community staff across the division as well as localities, the organisation, external organisations, and members of the public.
You will provide efficient administrative, reception and clerical support to the team.
This role covers a 7 day service.
Main duties of the job
For an overview of the main duties of the role please see the 'Job Description and Main Responsibilities' section below. To understand the day-to-day responsibilities in more detail please read the full job description & person specification document attached. We highly recommend you review this document and use it when completing your application as these criteria are used by hiring managers as guidance during shortlisting.
About us
Across Hampshire and the Isle of Wight healthcare services are evolving and transforming to meet the continuing care needs of our population. Now is a very exciting time to join Isle of Wight NHS Trust as we enter this period of change.
This year Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust have strengthened our partnership and formed a group giving us an opportunity to work together to be innovative in improving patient care and outcomes as well as improving the experience and opportunities for our people across the two organisations.
We have also been working with other local NHS Trusts across our region to create a new organisation, bringing together all community, mental health and learning disability services from across Hampshire and Isle of Wight. Subject to approvals, the new organisation will be called Hampshire and Isle of Wight Healthcare NHS Foundation Trust.
As part of the move towards working as one organisation, people employed in our community, mental health and learning disability services by the Isle of Wight NHS Trust on 30 April 2024, will transfer to Southern Health Foundation Trust under Transfer of Undertakings (Protection of Employment) on 1 May 2024.
On 1st July 2024 Southern Health will become the new organisation (Hampshire and Isle of Wight Healthcare Foundation Trust).
The Isle of Wight NHS Trust will continue to deliver both acute and ambulance services for the island population.
Job description
Job responsibilities
To deal with a wide range of administrative tasks to include arranging appointments, filing and supporting the administrative team in the general day to day running of the office
Provide effective and efficient clerical and office support to the team as required.
Carry out all administrative and clerical duties and any associated initiatives, efficiently and to a high standard.
Keep accurate and clear records on all systems used by the service for both clients and staff.
To prioritise workload to meet demands of service as agreed with Senior Administrator/Team leader.
Organise meetings across health and social care system, using Outlook and make travel arrangements for staff as required.
Photocopying, scanning, or filing as required.
Answering the telephone and dealing with enquires on behalf of the team and resolve any services enquires.
Maintenance of files, records, databases, reports, spreadsheets, website content and correspondence using Microsoft Office packages including Word, Excel and PowerPoint or bespoke software/databases.
Provision of general housekeeping duties such as reporting faults with office equipment and/or chasing up departments as necessary.
Undertake any duties commensurate with the post.
To collect updates from appropriate service areas and support the service to produce regular performance and activity statistical data.
Always ensure suitable communications and behaviour, in line with the Trust visions and values statement
Person Specification
Qualifications and role specific knowledge
Essential
- Good knowledge of administrative policies and procedures
- Computer literate and have a good working knowledge of Microsoft office applications including Word/Excel/Outlook and experience with Information systems/databases.
- Able to prioritise workload and deal with pressured situations.
- Knowledge of working within Health/Social Care setting is desirable.
- English Language and Mathematics GCSE at grade A to C or equivalent
- Skilled in management of telephone enquires (Polite and professional telephone manner, passing on appropriate information in a timely and effective manner)
- Demonstrated ability to proactively maintain confidentiality
Desirable
- Demonstrated NVQ level 2 in administration or related equivalent experience desirable.
- Excellent knowledge of local systems and processes
Phyysical Skills
Essential
- Excellent keyboard skills
- Able to sit at a computer for long periods and demonstrated ability to Work with computer screens always requiring concentration with frequent interruptions.
Apptitudes
Essential
- Motivated team player
- Good attention to detail.
- Enthusiastic and willing to learn new skills.
- Adaptable and flexible approach to work.
- Demonstrated effective self-awareness and motivation and time management skills
Abilities
Essential
- Ability to work with minimal supervision and use own initiative.
- Demonstrated ability to prioritise, negotiate and delegate workload and cope under pressure, often to tight deadlines.
- Demonstrated ability to work alone and as part of a team
- Ability to maintain confidentiality
Communication Skills
Essential
- Ability to manage difficult situations
- Empathic approach. Friendly & approachable.
- Deal with enquiries from diverse range of service users and colleagues and to use own initiative
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants .
Employer details
Employer name
Isle of Wight NHS Trust
Address
St Mary's Hospital,
Parkhurst Road
Newport
PO30 5TG