Job summary

The post holder will be responsible for providing effective and efficient clerical and administrative support to teams of healthcare professionals, as part of an integrated admin service across the MSK Pathway. The role will involve a high level of organisational skills and excellent working knowledge of administrative procedures and IT systems used within the Trust. The post holder could be the first point of contact for the service and therefore requires clear communication and liaison skills. They will be responsible for managing and prioritising their own workload and will be required to use their own initiative.

Be an active and dynamic part of the integrated administrative team. The post holder will be responsible for supporting the delivery of service objectives for the service.

To provide focus and support to the Operational Lead on business objectives - performance, governance, workforce, service improvement, information management, business continuity, communications, finance, and risk.

The post holder works within departmental guidelines and procedures while supporting the effective running of the department which requires for example; managing patient appointments, reviewing and maintaining waiting list, updating clinical records both electronic and paper, recording referrals, typing clinical letters, filing and ordering resources. Develop, project-manage, implement, administer and day to day manage appropriate cluster information systems, statistics, and productivity data.

Main duties of the job

The post holder will work with a high level of independence in their work. They will resolve and respond to incoming communication, seeking advice where necessary and will be expected to use high levels of independent judgement and responsibility.

Set and maintain a high standard in all aspects of administrative work ensuring good communications systems within the service and across all departments and partner agencies, always ensuring strict confidentiality.

To be responsible for administering and supervising the maintenance of statistical information using an appropriate cluster information system spreadsheet, database or identified Trust information system such as SBS, Patient Centre, E Care Logic, SystmOne and PARIS ensuring that all information is completed within deadlines where appropriate.

To organise and assist with the day-to-day administrative duties within the cluster.To systematically review service data/registers and collect updates from appropriate service areas.

Ensure suitable communications systems are in place and actioned.

To answer incoming calls and help resolve any service enquiries.

About us

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

Details

• Date posted: 12 October 2026
• Pay scheme: Agenda for change
• Band: Band 3
• Salary: £25,760 to £27,476 a year Based on full time hours
• Contract: Permanent
• Working pattern: Full-time
• Reference number: 348-IOW-12639
• Job locations: Arthur Webster Clinic, 35 Languard Manor Road, Shanklin, Isle of Wight, PO37 7HZ, United Kingdom

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:

Experience

Essential

• Must be numerate and able to provide statistical data clearly and accurately.
• Understanding of Confidentiality and data protection.
• Knowledge of statistical analysis via IT systems and producing reports often relating to complex information.
• Demonstrated literacy and numerate to GCSE level
• Communication skills level 1 or equivalent.
• Demonstrated ability of dealing with complex situations.
• Demonstrated polite and professional telephone manner.
• Demonstrated ability to maintain confidentiality
• Customer care skills.
• Be computer literate and have good working knowledge of Windows packages including Word/Excel.
• Able to prioritise workload and deal with pressured situations. Good numeric and literacy skills
• Experience of working in a Customer Service environment.
• Good knowledge of administrative policies and procedures.

Desirable

• Empathic approach. Friendly & approachable.
• Ability to present information clearly and systematically both verbally and in writing.
• Demonstrated good communication skills required with staff/clients/ patients occasionally resolving difficult situations or complaints.
• Information Processing / collection and collation of information.
• Knowledge of SystmOne

Qualifications

Essential

• Accredited secretarial / admin / business qualification or course (e.g. RSA, NVQ Level 3, BTEC, European Computer Driving Licence or equivalent level of experience.
• Secretarial/administrative experience in a clinical or similar environment (e.g. NHS, Local Authority, Social Services, Care Home DSS etc.)

Desirable

• NVQ3 Administrations or NVQ Customer Care.