Job summary

We are looking for an enthusiastic, flexible, and self-motivated person to join our friendly Business Support Team based at the Horizon Centre in Southampton.

The successful candidate must possess excellent verbal and written communication skills together with IT skills with the ability to work to tight deadlines. You will need to be a resourceful and an organised administrator, capable of delivering high quality support to a busy service during challenging times.

You will have a caring and courteous manner and enjoy working with, and meeting people. You will be working within the Administrative Team and working in liaison with clinicians and families. Other duties will include the typing of clinic letters, processing referrals, booking appointments and managing waiting lists, as well as other administrative tasks such as filing, scanning, data collation. We are seeking a highly motivated individual who can work effectively using their own initiative and be able to work unsupervised whilst working autonomously or as part of a team.

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.

Main duties of the job

• Use & accurately populate the electronic record system (Systm One) with information to include referrals, scanning & uploading information from other services in a timely manner etc., taking responsibility for the quality of the data & taking note of the Health Records Standards & Procedures & Record Keeping Policy.
• Follow agreed processes for dealing with emails on Outlook and nhs.net, on a regular basis prioritising urgency & importance, signposting/dealing with queries (often sensitive) regarding issues arising.
• Provide support to training events e.g. away days, skill slots etc. involving the coordination of diaries, venue & hospitality booking as appropriate.
• Monitor & order stationery/leaflets, clinical & general supplies & place order request when necessary.
• Attend & participate in team/other meetings, ensuring any actions are completed by the required date & take minutes if requested.
• Provide cover & support during times of absence for the core functioning of the admin team.
• Offer guidance & training of Band 2 or new staff as required.
• Maintain current office policies & procedures, be actively involved in their development.
• Undertake limited supervision of Band 2 or new staff in absence of the Admin Supervisor & Admin Manager.
• Provide admin support to the Admin Supervisor to set up & review administration systems/processes as deemed appropriate.

About us

We have been working with other local NHS Trusts 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 aim is for the new Trust to be formed by July 2024.

Project Fusion is the name for the programme to create the new combined NHS Foundation Trust. Hampshire and Isle of Wight Healthcare NHS Foundation Trust will be bringing the services into a single organisation will result in more consistent care, more equitable access to services irrespective of postcode, and a more sustainable workforce and services. The new organisation will operate locally to ensure services can best meet the needs of different communities.

The new Trust will be comprised of all the services currently provided by Solent NHS Trust and Southern Health NHS Foundation Trust, the community, mental health and learning disability services provided by Isle of Wight NHS Trust and child and adolescent mental health services delivered in parts of Hampshire by Sussex Partnership NHS Foundation Trust.

Colleagues will transfer to the new organisation under Transfer of Undertakings (Protection of Employment) -- known as TUPE on 1st July 2024. TUPE is a legal process to ensure you transfer out of one organisation and into another, maintaining the terms and conditions of your employment.