Administration Secretary

The closing date is 21st Jun 2026

Job summary

Are you looking to build a career within one of the UKs leading mental health trusts?

Would you like to join a dedicated team committed to making a meaningful difference and supporting people to achieve a better future?

An exciting opportunity has arisen for a highly motivated and versatile Administration Secretary to join the Secure, Acute and Crisis Division at Hampshire and Isle of Wight NHS Foundation Trust. The successful candidate will provide high-quality, comprehensive administrative and secretarial support to the medical team and wards at Antelope House.

Main duties, tasks & skills required

Provide high-quality administrative and secretarial support to the medical team and wards

Manage diaries, organise meetings, and coordinate schedules for clinical staff

Prepare, type, and distribute correspondence, reports, and meeting minutes (including audio typing)

Maintain accurate and up-to-date electronic and paper filing systems

Act as a key point of contact, handling telephone calls, emails, and enquiries professionally and efficiently

Support onboarding of new staff, including processing documentation and arranging access to systems and equipment

Assist with the coordination and communication of rotas, on-call arrangements, and service updates

Ensure all documentation and record keeping meets Trust standards, including confidentiality requirements

Input, update, and retrieve data from relevant systems and databases

Provide administrative support for audits, reporting, and service performance activity

Manage incoming and outgoing mail and general office tasks

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

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

GCSEs (or equivalent) in English and Maths

Administrative or IT qualification equivalent to NVQ Level 3 or 2 A or AS Level

Desirable

Knowledge equivalent to Senior Secretarial Certificate or Diploma or equivalent practical experience.

Experience

Essential

Excellent customer service skills

Strong organisational skills with the ability to prioritise workload and adapt to changing demands

Experience of taking accurate formal and informal minutes

Good IT skills and experience using computer-based systems

High standard of written and verbal communication

Attention to detail and accuracy

Experience of diary management and meeting coordination

Ability to complete administrative tasks to deadlines (e.g. letters, minutes, filing)

Understanding of confidentiality and data protection

Experience providing administrative or secretarial support to a team

Ability to remain calm and focused under pressure

Desirable

Experience working within a healthcare, mental health, or adult services setting

Knowledge of medical terminology

Understanding of the Mental Health Act

Audio typing experience

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

Yvette Barrington

***email_hidden***

02380835510

Pay scheme

Agenda for Change

Band

Band 3

Salary

£25760.00 to £27476.00 Yearly

Contract

Permanent

Working pattern

Full-Time

Reference number

348-SAC-11570

Job locations

Antelope House

Brintons Terrace

Southampton

Hampshire

SO14 0YG