Administration Secretary

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 of the job

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

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

Details

• Date posted: 27 August 2026
• Pay scheme: Agenda for change
• Band: Band 3
• Salary: £25,760 to £27,476 a year
• Contract: Permanent
• Working pattern: Full-time
• Reference number: 348-SAC-11570
• Job locations: Antelope House, Brintons Terrace, Southampton, Hampshire, SO14 0YG, United Kingdom

Job responsibilities

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.