Business Support Administrator

NHS; Portsmouth; On-site; GBP 25,000; Full time

Job summary

A leading healthcare provider in Portsmouth is seeking a motivated Business Support Administrator to join their team. This full-time position requires excellent organizational and customer service skills as you'll be the first point of contact for clients. The administrator will assist with the Immunisation team and provide varied administrative support, ensuring quality patient care in a fast-paced environment. You will need to demonstrate a commitment to equality and inclusion while handling a range of tasks to support healthcare delivery.

Qualifications

• Must have good communication skills, both verbal and written.
• Experience working in administrative roles is essential.
• IT literacy is required to manage electronic information systems.

Responsibilities

• Deliver excellent customer service as the first point of contact.
• Manage telephone queries and respond to emails accurately.
• Maintain accurate records using SystmOne and handle sensitive information professionally.

Skills

Communication

Organization

Customer Service

Attention to Detail

Education

GCSE English and Maths (Level 4) or equivalent

NVQ level 2 in Administration or equivalent

Tools

SystmOne

IT skills and knowledge

Job description

Go back Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Business Support Administrator

The closing date is 29 June 2025

We are looking for a motivated and dynamic administrator for a full time role, 37.5 hours per week, which is worked Monday to Friday.

This is a split role providing administration support to the 0 to 19 service and also the Immunisation team, to deliver the Flu vaccination programme in schools for several months of the year, so the ability to travel between sites is essential. For the remainder of the year, the role will be based in the Civic Offices, Portsmouth where parking is currently free.

The successful applicant will carry out a range of general administration tasks including answering telephone queries, arranging appointments, updating resources and using the clinical records system, SystmOne, accurately and efficiently. Full training will be provided. This is an important role within the team as you will be the first point of contact with clients, so an excellent approach to customer service is essential.

If you are committed to providing high quality patient care, and enjoy working in a fast-paced, ever-changing environment, we look forward to receiving your application.

Main duties of the job

Provide an efficient first point of contact to all telephone callers to the service, recording messages accurately, answering a variety of enquiries from internal and external callers and dealing with sensitive and difficult issues in a professional and helpful manner, liaising with other departments as required.

Send emails in accordance with Hampshire and Isle of Wight Healthcare NHS Foundation Trust guidance for sharing patient identifiable data. Distributing emails to team members.

Liaising with schools, to ensure accurate record keeping of school aged children's registration at schools.

Act as first point of contact to all visitors, i.e. health professionals, identifying their requirements and making an appropriate response.

Receive, sort and distribute all mail coming into the service. Distribution of correspondence to appropriate persons, including parents, GPs, schools and various health professionals, including health records, GP lists, and computer databases and ensure this information is kept up to date for use by the other departments.

Use and accurately populate the electronic record system, SystmOne, with information to include producing correspondence, actioning referrals, scanning and uploading information from other services in a timely manner, taking responsibility for the quality of the data and taking note of the Health Records Standards and Procedures and Record Keeping Policy, using the Standard Operating Procedure.

About us

Hampshire and Isle of Wight Healthcare NHS Foundation Trust is a newly established organisation, bringing together expertise from across mental health, learning disabilities, community, and physical health services. We are dedicated to delivering compassionate, high-quality, and accessible care to the diverse communities of Hampshire and the Isle of Wight.

With over 13,000 dedicated staff working across more than 300 sites, we place patients and staff at the centre of everything we do. Our goal is to create an integrated healthcare system that improves accessibility and ensures more consistent care for patients. By working together, we aim to improve patient outcomes, drive innovation, and meet the unique needs of the populations we serve.

Our Trust unites services from Southern Health, Solent NHS Trust, Isle of Wight NHS Trusts community and mental health teams, as well as Hampshire CAMHS, originally part of Sussex Partnership NHS Foundation Trust. This transformation enables us to deliver more seamless care across the region, ensuring that patients receive the right support, in the right place, at the right time.

Join us as we embark on this exciting journey to shape the future of healthcare across Hampshire and the Isle of Wight. We are deeply committed to our CARE values of compassion, accountability, respect, and excellence, and offer outstanding opportunities for career development, training, and collaborative working.

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

• English and Maths GCSE (Level 4) or equivalent
• NVQ level 2 in Administration or equivalent
• IT skills and knowledge

Experience

• Good communication skills, written and verbal (including telephone skills)
• Ability to work as part of a skill mix multi-disciplinary team
• Ability to input accurately to electronic information systems
• Clean, current driving licence including Business Use
• Experience of Admin work
• Experience of working in a constantly changing environment without direct supervision

Additional Criteria

• English & Maths GCSE (Level 4) or equivalent.
• NVQ level 2 in Administration or equivalent.
• Good inter-personal skills
• Ability to work as part of a team.
• Self-motivated and organised
• Be able to demonstrate and understand the principles of equality, diversity and inclusion and how they apply to staff and patients in a healthcare setting.
• Able to demonstrate personal commitment to challenging discrimination and promoting equalities, at an appropriate level to the post.
• Excellent attention to detail.
• Understanding of safeguarding issues.
• IT skills & knowledge.
• Experience of Admin work.
• Experience of working in a constantly changing environment without direct supervision.

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

£24,169 to £24,169 a yearPlease note for part time hours the salary will be pro rata