Business Support Administrator

Hampshire and Isle of Wight Healthcare NHS Foundation Trust; Andover, Winchester; On-site; GBP 21,000 - 26,000; Full time

Job summary

Hampshire and Isle of Wight Healthcare NHS Foundation Trust is seeking a flexible, well-organised Business Support Administrator to join the Community Specialist Services Division, supporting Podiatry Services in Andover. You will ensure smooth administrative processes for patients and clinical teams, contributing to patient care in a busy NHS environment.

The role involves diary management, appointment letters, referrals, letter writing, minutes, and handling queries with clinicians, based at

Qualifications

• Excellent organisational and time management skills.
• Strong communication and interpersonal abilities.
• Confidence working independently and as part of a wider team.
• Flexibility to adapt to changing service needs and working patterns.
• Previous administrative experience.
• Carry out clinical diary management, booking rooms, patient appointments, and resolving queries with clinicians.
• Manage appointment bookings, updating electronic record system and sending appointment letters per Trust guidelines.
• Ensure referrals are actioned following service procedures and targets.
• Produce letters, emails or memoranda using Trust templates with accurate filing and distribution.
• Produce accurate minutes and provide admin support for meetings and investigations.
• Process mail, calls, and messages and assist with signposting or issues as needed.
• Liaise with clients and healthcare professionals in a calm, professional manner.

Responsibilities

• Carry out clinical diary management, booking rooms and patient appointments.
• Manage appointment bookings, update electronic records, and send appointment letters.
• Action referrals following defined procedures and targets.
• Prepare and distribute letters, emails or memoranda using Trust templates.
• Take accurate minutes and provide administration support for meetings.
• Process mail and messages and route queries appropriately.
• Liaise with clients and clinicians in a professional and helpful manner.
• Monitor stationery and supplies and place orders as needed.
• Provide cover for team absence to maintain core administration functions.

Skills

Organisational skills

Communication skills

Independent working

Flexibility

Administrative experience

Tools

Electronic record system

Job description

We are looking for a flexible and well-organised Business Support Administrator to join our Community Specialist Services Division, supporting Podiatry Services within Hampshire and Isle of Wight Healthcare NHS Foundation Trust. Based at Andover War Memorial Hospital and Cromwell House, you will play a key role in supporting both patients and clinical teams by ensuring the smooth running of administrative processes for Podiatry Services. This is an exciting chance to work in a patient focussed environment where your contribution will have a direct impact on delivering patient care. Please see the Job Description and person specification attached for more details.

What We're Looking For:

• Excellent organisational and time management skills.
• Strong communication and interpersonal abilities.
• Confidence working independently and as part of a wider team.
• Flexibility to adapt to changing service needs and working patterns.
• Previous administrative experience
• Carry out clinical diary management, booking rooms, patient appointments, professional meetings, and resolving any queries with clinicians
• Manage appointment bookings, updating electronic record system and sending appointment letters following Trust guidelines and targets
• Ensure referrals are actioned following the agreed service procedures according to the defined performance targets and timescales
• Produce letters, emails or memoranda using standardised Trust templates ensuring accurate filing, recording and distribution
• Produce accurate minutes and full administration support for a range of meetings and investigations to include agenda preparation and follow up of appropriate actions
• Process incoming and outgoing mail, telephone, or written messages, distributing appropriately and in a timely manner, taking responsibility for signposting or dealing with queries regarding issues arising
• Liaising by telephone or in person with clients, colleagues, and other healthcare professionals in a positive, friendly, calm and sympathetic manner, using good judgement to identify requirements in order to pass on information correctly or take appropriate action. This may include dealing with complex information or where there is barriers to understanding
• Monitor and order stationery and leaflets, clinical and general supplies and place order request with line manager when necessary
• Provide cover and support during times of absence for the core functioning of the administration team

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.