Administration Assistant

Hampshire and Isle of Wight Healthcare NHS Foundation Trust; Southampton; On-site; GBP 21,000 - 24,000; Full time

Job summary

Hampshire and Isle of Wight Healthcare NHS Foundation Trust is seeking a motivated Administrator to join our inpatient wards, supporting safe, efficient and compassionate patient care in a busy clinical setting.

You will manage day-to-day admin tasks, assist with admissions and discharges, keep accurate records, and coordinate communication across clinical staff to ensure smooth ward operations. A proactive approach and good IT skills are essential.

Qualifications

• Strong organisational skills and attention to detail.
• Proficient with IT systems and data entry.
• Ability to prioritise in a busy ward environment.

Responsibilities

• Manage day-to-day administrative tasks on inpatient wards.
• Support admissions, transfers and discharges; maintain patient records.
• Coordinate communication across clinical staff and with families.
• Prepare agendas and take minutes for MDT and ward meetings.
• Handle enquiries from patients, families and professionals; ensure followups.
• Maintain ward records and support recruitment paperwork.

Skills

Administrative skills

IT literacy

Communication

Teamwork

Education

GCSEs or equivalent

Tools

Electronic Health Records (EHR)

Microsoft Office

Job description

We are looking for a motivated and organised Administrator to join our busy inpatient wards and play a key role in supporting safe, efficient and compassionate patient care. This is an excellent opportunity for someone who enjoys working in a fast paced clinical environment, being part of a supportive team, and making a real difference every day.

As an essential member of the ward team, you will manage day today administrative tasks, support admissions and discharges, maintain accurate records, coordinate communication across clinical staff, and ensure smooth running of ward processes. You will be the first point of contact for patients, families and professionals, helping us deliver a positive and responsive experience.

This role is ideal for someone who is proactive, confident using IT systems, and able to prioritise effectively. You will work closely with nurses, doctors, therapists and ward clerks, contributing to high quality care and supporting the wider multidisciplinary team.

We offer a friendly and inclusive working environment, opportunities to develop your skills, and the chance to be part of a service that values teamwork, compassion and excellence.

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., The postholder will provide comprehensive administrative support to the inpatient wards, ensuring all essential processes are completed accurately and on time. This includes managing patient information, updating electronic systems, preparing documentation, and supporting the coordination of admissions, transfers and discharges.

You will support meetings by preparing agendas, taking accurate minutes and circulating actions to the relevant staff. This will include MDT discussions, wardbased meetings and operational updates. Maintaining clear records and ensuring followup actions are completed is a key part of the role.

You will handle enquiries from patients, families, staff and external professionals, ensuring messages are recorded and passed on promptly. The role also involves maintaining ward records, assisting with recruitment paperwork and ensuring all administrative tasks meet Trust standards.

You will work closely with ward clerks, the wider admin team, matrons and ward managers to support effective communication and smooth ward operations. The postholder will contribute to maintaining safe patient flow, timely documentation and efficient daytoday functioning of the wards.

The successful candidate will need strong organisational skills, accuracy in data entry and confidence using IT systems. Professionalism, reliability and a proactive approach are essential.

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