Administration Secretary

NHS Professionals; Southampton; On-site; GBP 23,000 - 29,000; Full time

Benefits offered by this job

Competitive pay rates

Essential support when you need it - 7

Multi locational - work across Trusts

Manage shifts and timesheets on the go

Ad hoc shifts or longer-term positions

Training and development opportunities

Holiday allowance accrual

Stakeholder pension scheme available

Job summary

NHS Professionals is seeking an Administration Secretary to join the team at Antelope House, Southampton. You will provide comprehensive administration to the clinical team and manage workload, using both copy typing and audio to produce letters, minutes, and reports.

The role involves diary management, filing (electronic and paper), and support to onboarding new clinicians, while maintaining strict data confidentiality and high standards of service.

Qualifications

• Typing correspondence using copy typing and audio.
• Provide administration support to nominated individuals.
• Set up and maintain office systems for easy retrieval of documents.
• Support diary and meeting management for the clinical team.

Responsibilities

• Type letters, minutes, and reports as instructed by the line manager.
• Maintain and file electronic and paper records with confidentiality.
• Assist with onboarding new clinicians and arranging access/authorisations.
• Manage communications with service users, relatives, and staff.
• Record contacts with service users in the patient record system.
• Organise meetings, take minutes, and distribute to appropriate staff.

Skills

Typing

Administration

Diary management

Communication

Job description

Job Title: Administration Secretary

Trust Location: Hampshire & Isle of Wight Healthcare NHS FT

Location: Antelope House, Brintons Terrace, Southampton, SO14 0YG

Working Pattern: 37.5 hours per week, Mon - Fri, 9am - 5pm

Duration: 2 Months

Job Purpose:

• 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 Business Administration Manager.

You’ll learn the following whilst working at the trust:

1. An in depth understanding of the roles and responsibilities involved in working within the NHS
2. Knowledge of the systems used, to effectively complete your role to the highest standard at all times
3. A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the organisation.

Key Duties and Responsibilities

• 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.
• Support the clinical team as required in diary management, meeting management, report writing, administering personnel files, communication of on-call rota, communication of roster changes and taking messages.
• Organising meetings and taking minutes as necessary, typing and distributing to those appropriate.
• Ensure that all typing and administrative duties are completed promptly and efficiently for the clinical team. This will include undertaking own secretarial duties as required.
• To ensure effective communication with service users, relatives and carers, visitors, staff and others.
• To ensure that all communication is within the boundaries of service user confidentiality and to seek guidance when unsure.
• To provide support for onboarding new clinicians. This relates to processing new starter forms, acquiring necessary access and authorisations and required preparations for arrival.
• To support the clinical team in relation to IT equipment provision. This relates to ordering, retrieval on ending of contracts, ensuring an accurate record is kept.
• Co-ordinates establish and maintain a comprehensive paper and electronic filing system across the clinical team to include:
  • Electronic filing
  • Diary management
  • Computerised databases, with relevant levels of access/restrictions.
  • Data confidentiality
• To document information in accordance with record keeping standards
• To ensure that any information related to service user or other personal safety is communicated immediately to senior team members.
• To ensure a comprehensive telephone service is provided to indicated staff, ensuring that messages are taken and given in a consistent and efficient manner.
• To use the highest level of interpersonal skills when dealing with sensitive or contentious information.
• To be responsible for the recording of all contacts with service users in the patient record whether primary (electronic) or secondary in line with the Trust's record keeping policy.
• Create, develop and maintain professional supportive relationships with all members of staff.
• To assist in the collection of data for the purpose of audit, research and service performance.
• To be able to enter and retrieve information from spreadsheet databases.
• To deal with incoming and outgoing mail as required.
• Assist with subject to access requests as directed.

As a member of NHS Professionals, you have fantastic benefits:

• Competitive pay rates- work this week, get paid next week
• Essential support when you need it- 24/7 365 days- call us anytime
• Multi locational- work across neighbouring Trusts
• Manage your shifts and timesheets on the go- access your "My Bank" shift portal anywhere, anytime online or through your smartphone
• Varied working options to suit your lifestyle- access to the Bank gives you options of ad hoc shifts or longer-term placements
• Training and development opportunities- Keep up with the essentials and more
• Build holiday allowance for every shift you work- your work life balance is important to us
• Stakeholder pension scheme available- a flexible future for you and yours

Who are NHS Professionals?

We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work-life balance, giving more choice and control to our members.

As an equal opportunities' organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.