Administration and Office Support Assistant
NHS AfC: Band 3
Job overview
The post holder will act as a receptionist and first point of contact for visitors, callers, and colleagues on behalf of NHS Hampshire and Isle of Wight at Omega House. The post holder will provide general office support across the Governance team as and when required. The post holder will be required to maintain relationships with colleagues both within and outside NHS Hampshire and Isle of Wight, which may include patients, patients’ representatives, tenants of Omega House, visitors, and callers to the site.
Main duties of the job
Provide a professional, calm, friendly and efficient reception service, ensuring high quality and confidential administrative support to teams within NHS Hampshire and Isle of Wight as required. Deal with routine and specialist enquiries in a professional and helpful manner, answering telephone calls and greeting visitors.
Work in harmony and collaboration as part of the Governance team, providing an accurate, confidential and efficient clerical service and supporting tenants. Ensure priorities, deadlines and queries are always dealt with correctly and efficiently, delivering a high‑quality, effective administration and reception service within the facility.
Undertake general office support duties within the Governance team as required.
Benefits
Here is a summary of some of the benefits and services which are on offer to staff:
- 27 days paid minimum holiday and bank holiday entitlement
- Sick pay policy
- Occupational health services including staff counselling services
- Flexible working and family friendly policies
- Flexible retirement and retirement vouchers
Detailed job description and main responsibilities
Provide a professional, calm, friendly and efficient reception service, ensuring high quality and confidential administrative service to teams within NHS Hampshire and Isle of Wight as required. Deal with routine and specialist enquiries in a professional and helpful manner, communicating relevant information to stakeholders and referring to others as appropriate.
Answer telephone calls, meet and greet visitors, take messages and pass them on accurately to the relevant departments.
Work in harmony and collaboration as part of the Governance team. Provide an accurate, confidential, and efficient clerical service and support tenants, ensuring priorities, deadlines and queries are always dealt with correctly and efficiently, delivering a high quality, effective administration and reception service within the facility. Promote excellent customer service and working relationships.
Ensure facilities in the building are ‘fit for purpose’ and report any issues via the electronic reporting system to NHS Property Services. Maintain general office supply levels – including paper stocks for printers and sanitisation stations – so they are fully stocked.
Act as a fire warden and first aider once the relevant training has been undertaken.
Promote the image of NHS Hampshire and Isle of Wight, checking that notices and leaflets are up to date and well presented. Prepare and maintain the reception and waiting areas and ensure public areas are clean and tidy.
Carry out other appropriate delegated duties as required.
Person specification
Qualifications and/or experience
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification, or significant equivalent previous proven experience.
- Demonstrable experience of working in an administrative environment and working with computerised data systems.
- Ability to maintain confidentiality and trust.
Communication and interpersonal skills
- Knowledge of NHS functions.
- Clear communicator with good telephone manner, writing and data entry skills.
- Able to build strong relationships and work effectively as part of a team.
- Ability to multi‑task, prioritise and organise own workload to changing and often tight deadlines.
Analytical and problem‑solving skills
- Ability to train other immediate team members in aspects of the role.
- Ability to problem‑solve and act autonomously running reception on a day‑to‑day basis.
- Proficient in Microsoft 365, including Word, Excel and PowerPoint, with the ability to use PC, keyboard and mouse on a frequent basis.
Applicant information
We reserve the right to amend the closing date based on the volume of applications received. Vacancies attracting a high volume of applications may therefore close earlier than advertised.
In compliance with Part 7 of the Immigration Act 2016, all applicants must be able to communicate fluently in English to an appropriate standard, which will be assessed as part of the selection process.
As a Disability Confident Employer we are working to create a workplace that enables all staff to reach their full potential. We value diversity and are committed to the recruitment and retention of under‑represented minority groups. We welcome applications from black, Asian and minority ethnic candidates, LGBTQ+ candidates and candidates with disabilities.
If you are successful and are joining from a non‑NHS background, there will be an expectation that you will be engaged from the bottom of the pay band. If you would like to review the Agenda for Change pay scales in more detail and to view other benefits of working in the NHS, please visit the Agenda for Change website for further details.
New employees to the ICB will be subject to a probationary period of six months (some exemptions apply; please refer to the ICB policy for full details).
We encourage and support our staff to be fully vaccinated against Covid-19 as this remains the best way to protect ourselves, our families, our colleagues, and patients from the virus.
We recognise that some candidates for accessibility reasons may use software to support their application. Our selection process ensures we recruit candidates with the right skills and values, and we monitor applications and remain alert to misuse that misrepresents abilities, including the inappropriate use of AI.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020. A submission for Disclosure to the Disclosure and Barring Service will be made to check for any previous criminal convictions.
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