Team Secretary

The closing date is 21st Dec 2025

Job summary

An exciting opportunity has arisen to join our East Community Mental Health Team, based at Bitterne Park Medical Centre. We are looking for an efficient, motivated Administrator / Team Secretary to provide high-quality administrative support to our busy, friendly team.

The team offers secondary care for adults aged 18-65 with severe and enduring mental health issues. You will play a key role in ensuring the smooth running of the office, supporting clinicians with day-to-day tasks, and delivering a professional, compassionate service to our clients. Duties include handling sensitive and confidential information, answering calls from service users, and maintaining accurate records using Microsoft Office and other systems.

The ideal candidate will have:

• Excellent organisational, IT and administrative skills
• Strong communication skills and attention to detail
• A positive, approachable manner and commitment to customer care

Ability to prioritise, multitask and remain calm under pressure

We offer a supportive, inclusive working environment with a focus on staff wellbeing and development. If you are flexible, proactive and enjoy working as part of a team, we'd love to hear from you.

Only open to applicants from Hampshire & Isle of Wight NHS system, which is limited to: Hampshire and Isle of Wight ICB, Hampshire & Isle of Wight Healthcare FT, Portsmouth Hospitals University NHS Trust, University Hospital Southampton FT, South Central Ambulance Service, Isle of Wight NHS FT or Hampshire Hospitals FT

Main duties, tasks & skills required

Maintain electronic systems and spreadsheets up to date associated with the different processes in place.

To provide a comprehensive secretarial/administration service to the team, maintaining confidentiality at all times, and dealing sensitively with contentious and complex information.

To maintain established admin systems, including regular input into the electronic systems (for which training will be given).

Assisting in the preparation and setup of resources for educational events.

Maintaining both electronic and hardcopy filing systems, along with managing local intranet pages.

Organising meetings, including preparing agendas and supporting paperwork.

To attend meeting and support with minute taking. Assist clinical staff with necessary typing requests.

Responding to team inbox emails promptly and effectively.

Supporting the handling and distribution of post and packages, including Secondary Care Records.

Attending team meetings and training days as scheduled.

Undertaking any additional tasks as reasonably requested, such as assisting in role play during training sessions.

Maintaining and updating electronic diaries/calendars.

Managing and editing local intranet pages.

Using computer systems to process information related to post, records, and other administrative tasks.

Responding to emails and completing administrative work via computer-based systems.

Please find more details in the attached Job Description attached.

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

Job description

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
Qualifications
Essential

Educated to GCSE level or equivalent in Maths and English.

Working knowledge of the Microsoft Office package.

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:

Marsio Soares

Pay scheme

Agenda for Change

Band

Band 3

Salary

£ to £ Yearly

Contract

Permanent

Working pattern

Full-Time

Reference number

348-SSW-9835

Job locations

Bittern Park Medical Centre

Thorold Road

Southampton

Hampshire

SO18 1HZ

---