Administrator

Job summary To provide a comprehensive administration service to the clinical team. The post holder will be responsible for the organisation of their own workload and delegated decisions/actions as deemed appropriate by the Administration Supervisor, Business Support Officer or Service Manager. The needs of the service user will be the utmost priority. This is a remote role, which would require travel to College Keep, Southampton to attend MDT meetings (monthly) Occasional travel to other trust sites may be required. Main duties of the job To receive incoming telephone calls to the department and take messages for the team, taking appropriate action where required, including making calls to patients. To receive all incoming and outgoing mail to include taking action where appropriate. To type all correspondence using both copy typing and audio, including forms, rotas, assessments, GP letters, and reports as generated by the team To upload clinical documents using the relevant IT system To set up office systems and procedures to ensure that all documents can be retrieved easily To collate Health Records and register new referrals on to the relevant IT systems To book appointments on to the relevant computer system (Rio) To input data on to the relevant systems and take responsibility for the quality of the data, reporting to data custodian any arising issues around quality To organise meetings and support diary management for the Team To prepare agendas and take minutes for the weekly MDT meeting. To produce activity statistics as required To undertake any additional projects for the administration manager or team manager/leader as required To assist in the collection of data for the purpose of audit, research and service performance To contribute to the improvement of administrative services by highlighting areas of inefficiency or poor quality To identify issues of concern at work and alerting appropriate personnel To present a positive image of the team to the service and Trust About us Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives. Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care. We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support. Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence Details Date posted 28 August 2026 Pay scheme Agenda for change Band Band 3 Salary £25,730 to £27,476 a year Based on full time hours Contract Permanent Working pattern Part-time, Flexible working, Home or remote working Reference number 348-SSW-12300 Job locations College Keep 4-12 Terminus Terrace Southampton Hampshire SO14 3DT United Kingdom Job description Job responsibilities Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. 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. We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process. Job responsibilities Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. 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. We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.