Administrative Assistant

Portsmouth Hospitals University NHS Trust; Newport; On-site; GBP 11,000 - 14,000; Part time

Job summary

Portsmouth Hospitals University NHS Trust, Newport site, seeks an Administrative Assistant to support Facilities Services with ID badges processing and admin tasks. The role is part-time and based at St Mary's Hospital, Newport, Isle of Wight, with potential cross-site travel. Strong customer service and IT skills are essential.

You will manage records, greet visitors, and assist colleagues with clerical duties, contributing to service improvements and patient care support.

Qualifications

• Experience of working in a customer service environment.
• Good IT skills, including Microsoft Word and Excel.
• Excellent verbal and written communication skills.
• Strong organisational skills and attention to detail.
• The ability to manage confidential information appropriately.
• NVQ/BTEC Level 2 in Business Administration or equivalent qualification.

Responsibilities

• Process and maintain staff ID badge and access requests accurately and efficiently.
• Maintain electronic records and databases, ensuring information is accurate and up to date.
• Act as a first point of contact for enquiries received by telephone, email and in person.
• Welcome visitors and provide information, guidance and signposting to the appropriate department or team member.
• Support the wider Facilities Services administration team with a variety of clerical and administrative tasks.
• Contribute to continuous improvement initiatives across the department.

Skills

Customer service

Communication

Organisational skills

Confidential data handling

Education

NVQ/BTEC Level 2 in Business Administration

Tools

Microsoft Word

Microsoft Excel

Job description

• Weekly Hours / Programmed Activities: 18.5
• Salary Band: Band 2
• Staff Group: Administrative and Clerical
• Contract Type: Permanent
• Job Area: Admin and Corporate

Company Description

Working as a partnership, both Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust have a shared vision for excellence in care for our patients and communities; with a set of strategic aims underpinning how we will achieve this.

The single corporate service is delivered across both organisations. You may be based at either IWT or PHU and individuals may be required to undertake business travel between sites. For leaders managing staff across multi-site locations, you will need to be visible and provide in person leadership. The arrangements and frequency will be agreed locally.

Job Description

NHS Band 2: Salary £25,272 pro rata per annum
(actual Salary: £12,636 per annum)

Contract Type: Permanent

Location Base: St Mary's Hospital, Parkhurst Road, Newport, Isle of Wight, PO30 5TG

Hours Per Week: Part time 18.75

We are looking for a motivated and organised Administrative Assistant to join our Facilities Services team. This is an excellent opportunity for someone with strong customer service and administrative skills who enjoys working in a busy and varied environment.

Working as part of the Single Corporate Services model, you will provide administrative support across Facilities Services, with a primary focus on processing staff ID badges and access requests for Isle of Wight NHS Trust.

Main Duties of the Role

As an Administrative Assistant, you will:

• Process and maintain staff ID badge and access requests accurately and efficiently.
• Maintain electronic records and databases, ensuring information is accurate and up to date.
• Act as a first point of contact for enquiries received by telephone, email and in person.
• Welcome visitors and provide information, guidance and signposting to the appropriate department or team member.
• Support the wider Facilities Services administration team with a variety of clerical and administrative tasks.
• Contribute to continuous improvement initiatives across the department.

What We Are Looking For

We are seeking someone who is:

• Professional and approachable.
• Customer focused and committed to delivering a high-quality service.
• Able to work independently as well as part of a team.
• Flexible, reliable and able to manage competing priorities.

Working for Us

As part of the Single Corporate Services team, you will support services delivered across both Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust. The role is primarily site based and may occasionally require travel between locations in line with service needs.

This is a fantastic opportunity to join a supportive team and contribute to the delivery of efficient services that support patient care and frontline staff across the Trust.

Previous applicants need not apply.

For full job details and person specifications, please refer to enclosed job description.

Qualifications

• Experience of working in a customer service environment.
• Good IT skills, including Microsoft Word and Excel.
• Excellent verbal and written communication skills.
• Strong organisational skills and attention to detail.
• The ability to manage confidential information appropriately.
• NVQ/BTEC Level 2 in Business Administration or equivalent qualification.

Additional Information

The health and wellbeing of our staff is at the forefront of everything we do. We are proud to be able to offer our staff some fantastic benefits including our on-site Nursery, access to our free Beach Hut for those long summer days, our on-site Wellness Centre including a gym and a swimming pool, access to our fantastic staff networks including LGBTQ, Race Equality and DisAbility, and awards ceremonies to recognise your achievements. We believe we can offer support to all of our staff when they need it the most.

We welcome the unique contributions that you can bring in terms of your education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, colour, religion, disability, sexual orientation, and beliefs.

All of our hospitals operate a strict no smoking policy. Smoking cigarettes or tobacco products is not allowed on any of the grounds or in any of the buildings run by us. This applies to patients, staff, carers and visitors to Trust premises.

Our goal is to improve the health and wellbeing of everyone we care for and, by making sure that our NHS services are smoke-free, we benefit the health of people who use our services as well as the health of the people who work for us.

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