Administration Secretary

Administration Secretary

The closing date is 26 April 2026

To provide a comprehensive administration service to the clinical team and/or service. The post holder will be responsible for the organisation of their own workload and delegated decisions/actions, as deemed appropriate by the EIP Team Manager and Care Navigator.

Only open 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, Isle of Wight NHS FT or Hampshire Hospitals FT.

Main duties of the job Administration

• To type correspondence using both copy typing and audio, including letters, minutes, and reports as indicated by the line manager.
• Be responsible for administration support to nominated individuals.
• To set up office systems and procedures to ensure that all documents can be retrieved easily.
• Organise meetings and take minutes as necessary, typing and distributing to those appropriate.
• Assist in the collection of data for the purpose of audit, research and service performance.
• Enter and retrieve information from spreadsheet databases.
• Deal with incoming and outgoing mail as required.
• Support the clinical team in diary management, meeting management, report writing, administering personnel files and taking messages.
• Ensure that all typing and administrative duties are completed promptly and efficiently for the clinical team, including undertaking own secretarial duties as required.
• Assist with subject-to-access requests as directed.
• Support the clinical team in relation to IT equipment provision, including ordering, retrieval on ending of contracts, and maintaining accurate records.

Communication

• Ensure effective communication with service users, relatives and carers, visitors, staff and others.
• Ensure that all communication is within the boundaries of service user confidentiality and seek guidance when unsure.

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.

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.

Person Specification Qualifications

• RSA II or equivalent in typing/word processing
• GSCE in English and Maths
• Competence in a range of computer software
• Ability to prioritise workload and adapt to change when required
• Ability to take accurate formal and informal minutes
• Good numeracy and literacy skills
• Use of computer based systems at a proficient level
• Attention to detail and presentation
• Excellent written and oral communication
• Ability to remain focussed and calm under pressure

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

£24,937 to £26,598 a year Based on full time hours