Administrative Support Officer

1 week ago


Portsmouth, Portsmouth, United Kingdom Solent NHS Trust Full time

About the Role

We are seeking a highly skilled and organized individual to join our Administration Team as a Team Secretary. As a key member of the team, you will provide administrative support to our Mental Health Team, ensuring the smooth operation of our Inpatient and Community Teams.

Main Responsibilities

  • Manage clinical diary systems, booking rooms, patient appointments, and professional meetings, resolving any queries with clinicians.
  • Coordinate appointment bookings, updating electronic records, and sending appointment letters in accordance with Trust guidelines and targets.
  • Ensure referrals are actioned following Mental Health Service procedures, adhering to performance targets and timescales.
  • Retrieve and store records from Restore, accurately recording information on progress, destination, and delivery, and supporting colleagues with issues arising.
  • Produce letters, emails, and memoranda using standardized Trust templates, ensuring accurate filing, recording, and distribution.
  • Prepare accurate minutes and provide full administration support for meetings and investigations, including agenda preparation and follow-up actions.
  • Process incoming and outgoing mail, telephone, or written messages, distributing them appropriately and in a timely manner, and taking responsibility for signposting or dealing with queries.
  • Support the Ward Manager with letters and correspondence, including appraisals, supervision, investigations, and complaints, as well as producing in-house leaflets, updates, and PowerPoint presentations.

About Us

Solent NHS Trust is committed to providing high-quality care to our patients, and we are working towards creating a new organization by merging with other local NHS Trusts. This will result in more consistent care, equitable access to services, and a more sustainable workforce.

Person Specification

Essential Qualifications

  • GCSE grade C/4 in English or a good standard of general education.
  • Level 3 Diploma Apprenticeship in Business Administration or relevant experience.


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