Business Support Administrator

Sustain SoCal; Southampton; On-site; GBP 24,000 - 26,000; Part time

Job summary

An established healthcare provider in Southampton is seeking a dedicated Business Support Administrator to join their innovative CYP Therapeutic Service. This role involves supporting a dynamic team of Psychologists and mental health professionals, ensuring smooth administrative operations. The ideal candidate will be resourceful, organized, and possess strong communication skills, enabling them to liaise effectively with clinicians, local authorities, and families. This part-time position offers flexibility and the opportunity to make a meaningful impact on the lives of children and young people in the community. Join a passionate team committed to delivering high-quality care and support.

Benefits

Flexible Working

Career Development Opportunities

Training Programs

Supportive Work Environment

Qualifications

• Must possess excellent verbal and written communication skills.
• Experience in administrative work and customer-focused environments.

Responsibilities

• Typing clinic letters, processing referrals, and booking appointments.
• Managing clinical diaries and providing administrative support.

Skills

Verbal Communication

Written Communication

IT Skills

Organizational Skills

Time Management

Customer Service

Education

GCSE English and Maths Level 4/C or above

RSA 3 Typing or equivalent experience

Business and Admin NVQ Level 3 equivalent experience

Tools

Systm One

Windows-based packages

Job description

The closing date is 12th Jan 2025
Job summary

We are passionate about working with children and young people within Southampton. It is important to us that children and young people are seen, and we take the time needed to listen to their story. Our hope is that young people and their families leave our care with hope for the future.

We are appointing to new roles for a new and unique CYP Therapeutic Service. We are looking to recruit a Business Support Administrator to support our clinical team of Psychologists and mental health professionals.

The successful candidate must possess excellent verbal and written communication skills together with IT skills. As the sole administrator for the team, they will need to be resourceful, organised, highly-motivated and able to work effectively using their own initiative. They will work in liaison with clinicians, the local authority and families/care providers, so a caring and courteous manner is essential.

Duties will include the typing of clinic letters, processing referrals, and booking appointments, as well as other administrative tasks such as filing, scanning and data collation.

This is a permanent post of 22.5 hours per week (working pattern to be agreed upon offer). The role will be based in Southampton Civic Centre, and there will be a requirement to travel to other sites across Southampton.

Main duties, tasks & skills required

1. Use and accurately populate the electronic record system (Systm One), and the SCC Care Directory, with information to include 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.
2. Provide support to training events, away days, team meetings, etc. involving the coordination of diaries, venue and hospitality bookings.
3. Carry out clinical diary management, booking rooms, patient appointments, professional meetings, and resolving queries with clinicians.
4. Ensure referrals are actioned following the agreed procedures according to the defined performance targets and timescales.
5. Produce accurate minutes and full admin support for a range of meetings, to include agenda preparation and follow up of appropriate actions.
6. Process incoming and outgoing mail, and telephone, or written messages, distributing appropriately, taking responsibility for signposting or dealing with queries regarding issues arising.
7. Monitor and order stationery and leaflets, clinical and general supplies, and place order request with line manager when necessary.
8. Provide administrative support to the Clinical Service Manager to set up and review administration systems and processes as deemed appropriate.
9. Liaising by telephone or in person with clients, colleagues, and other healthcare professionals in a positive, friendly, calm, and sympathetic manner.

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 12,000 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 description

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

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.

Person specificationQualificationsEssential

1. GCSE English and Maths level 4/C or above, or a good standard of general education
2. RSA 3 Typing or equivalent experience
3. Business and Admin NVQ Level 3 equivalent experience

Desirable

1. I.T skills and Knowledge

ExperienceEssential

1. Experience of administrative work.
2. Knowledge of maintaining filing systems and collating information.
3. Experience of working in a customer-focused environment.
4. Experience of working in a constantly changing environment without direct supervision.
5. Ability to work as part of a team.
6. Ability to input accurately to electronic information systems.
7. Good time management skills.
8. Self-motivated and organised.
9. Literate and Numerate.
10. Flexible and adaptable to meet competing priorities and changing working practices.
11. Good working knowledge of Windows based packages.
12. Understanding of confidentiality, Data protection and safeguarding.
13. Understanding of infection control procedures.
14. Understanding of personal Health and Safety responsibilities.
15. Is able to work legally in the UK.
16. Is able to work with children and vulnerable adults.
17. Ability to travel daily for meetings across a range of sites in Hampshire.

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.

For help with your application, contact:

Leanne Searle

Pay scheme

Agenda for Change

Band

Band 3

Salary £24071.00 to £25674.00 Yearly Contract

Permanent

Working pattern

Part-Time, Flexible Working

Reference number

449-CFS-6761

Job locations

Southampton Civic Offices
Civic Centre Road
Southampton
Hampshire
SO14 7LY

Adelaide Health Centre, Western Community Centre
William Macleod Way
Southampton
Hampshire
SO16 4XE