Business Support Administrator

Hampshire and Isle of Wight Healthcare NHS Foundation Trust; Tipner; On-site; GBP 23,000 - 28,000; Part time

Job summary

Hampshire and Isle of Wight Healthcare NHS Foundation Trust is seeking a part-time ward administrator to provide essential reception and administrative support on the Summerlee Ward. You will be the first point of contact for patients and visitors, manage calls, and maintain confidential records.

The role covers Wednesday 12–8pm and Saturday 8–8pm, with overtime to cover sickness and leave across Summerlee and Spinnaker Wards.

Qualifications

• Welcomes patients and visitors to the ward.
• Answers telephone calls and relays messages promptly.
• Maintains patient records in RiO or SystmOne.
• Supports ward ordering of supplies and basic logistics.
• Maintains confidentiality and adheres to data protection.

Responsibilities

• Ward reception and administration as primary duties.
• Support CRS Admin Team when priorities require.
• Coordinate filing, scanning, and document distribution.
• Ensure ward environment is tidy and stocked with materials.

Skills

Welcoming patients

Telephone handling

Record keeping

Data protection

Tools

RiO

SystmOne

SBS

Clare's

Job description

This is an exciting role that provides essential administrative support to our Inpatient Unit. As the first point of contact for patients, families, and visitors arriving at Summerlee Ward, you will play a vital role in creating a welcoming and supportive environment. Our service operates between 8am and 8pm Monday to Sunday, we are looking for someone to cover Wednesday 12 – 8pm and Saturday 8 – 8pm. There will be overtime available to cover sickness and leave across both Summerlee and Spinnaker Wards. While your primary focus will be ward based reception and administration, there may be occasions where you are required to support the Community and Responsive Services (CRS) Administration Team, depending on service priorities. This offers a valuable opportunity to broaden your skills and experience across different areas of the service. Please note this post is part time 19 hours per week. At present, the Trust is unable to offer Skilled Worker visa sponsorship for this post. Applicants must have the right to work in the UK at the time of application.

Main duties of the job

• Welcome patients and visitors to the ward, ensuring they are directed appropriately.
• Answer telephone calls and relay messages to relevant staff promptly.
• Maintain patient records and update systems such as RiO or SystmOne as required.
• File, photocopy, scan, and distribute documents as needed.
• Manage incoming and outgoing mail.
• Support the ordering of ward supplies using Trust-approved systems (e.g., SBS, Clare's).
• Assist with booking transport, appointments, and other patient-related logistics.
• Maintain confidentiality and adhere to data protection policies.
• Work collaboratively with the multidisciplinary team to support ward operations.
• Ensure the ward environment is tidy and stocked with necessary materials.
• Undertake any other duties consistent with the role and banding to meet evolving service needs.

Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.

Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care. We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support. Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence.

£25,272 a year. Please note for part time hours the salary will be pro rata.