Go back Hampshire and Isle of Wight Healthcare NHS Foundation Trust
Admin Assistant
The closing date is 19 July 2026
To provide a quality administration service for Elective Services and support outpatient services.
This role requires excellent customer service and patient experience skills.
All work will be carried out in compliance with the Trust Access Policy and NHS Referral to Treatment guidelines.
Active use of the Electronic Referral System is essential to ensure smooth booking operations across all services.
Flexibility to work across services and adapt to their evolving needs is expected.
Only applicants from the Hampshire & Isle of Wight NHS system are eligible: 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 of the job
- Always provide excellent customer service to all patients.
- Update electronic systems with accurate data to support effective management information and meet recording standards.
- Book appointments for patients attending Outpatients using electronic systems and the E‑Referral service.
- Prepare patient case notes for appointments.
- Ensure all diagnostic information required for patient appointments is available using available systems.
- Undertake general admin support including scanning, filing and audio typing.
- Report reasons for appointment delays and clinic cancellations.
- Assist with and maintain necessary administrative procedures to achieve effective service outcomes.
- Monitor the generic email inbox and act/distribute as required.
- Carry out clerical duties such as photocopying, post, filing and scanning.
- Answer telephone enquiries, distribute messages for staff, and provide information to callers as appropriate.
- Undertake specific projects as directed by line management.
- Assist with arrangements for external meetings and appointment preparation documents.
- Cover other admin posts during absences and planned leave.
- Distribute information to staff when required.
- Undertake any duties commensurate with the position.
- Attend weekly, monthly, or ad‑hoc meetings as required.
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 life stage, helping people live their best and healthiest lives.
Our mental health services include community‑based support and early intervention in psychosis (EIP) for adults and young people, alongside specialist inpatient wards covering forensic, learning disability, eating disorder and older person’s care.
We also deliver extensive physical health services, from urgent community response teams helping frail and older patients remain at home, to hospitals at home teams providing acute‑level care in familiar surroundings.
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 responsibilities
Further information about the Trust and this role can be found in the attached Job Description and Person Specification documents.
We aim to ensure our recruitment processes are accessible and inclusive to everyone. If you have concerns that a person specification may unintentionally create barriers on the basis of sex, race, age, sexual orientation, religion/belief or disability, please contact the Trust’s Recruitment team first to seek resolution.
We are willing to discuss flexible working options as part of the interview process.
Person Specification
Qualifications
- Good standard of basic education with GCSE English language or comparable relevant work experience.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a submission to the Disclosure and Barring Service (formerly CRB) to check for prior criminal convictions.
Employer name
Hampshire and Isle of Wight Healthcare NHS Foundation Trust
£25,272 to £25,272 a year (based on full‑time hours)
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