Business Support Administrator

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., 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.

Our priority is finding the right person who shares our values of patients first, working together and always improving. If you share our passion and our values, we would love to hear from you.

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 of the job

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.

Provide support to training events, away days, team meetings, etc. involving the coordination of diaries, venue and hospitality bookings.

Carry out clinical diary management, booking rooms, patient appointments, professional meetings, and resolving queries with clinicians.

Ensure referrals are actioned following the agreed procedures according to the defined performance targets and timescales.

Produce accurate minutes and full admin support for a range of meetings, to include agenda preparation and follow up of appropriate actions.

Process incoming and outgoing mail, and telephone, or written messages, distributing appropriately, taking responsibility for signposting or dealing with queries regarding issues arising.

Monitor and order stationery and leaflets, clinical and general supplies, and place order request with line manager when necessary.

Provide administrative support to the Clinical Service Manager to set up and review administration systems and processes as deemed appropriate.

Liaising by telephone or in person with clients, colleagues, and other healthcare professionals in a positive, friendly, calm, and sympathetic manner.

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.