Administrator/Receptionist - MPP (MSK, Pain & Podiatry)

Job summary

We are looking for an enthusiastic and friendly individual to join our busy administration team as an Administrator/Receptionist.

St Marys community campus is the base for the MPP (MSK, Pain & Podiatry) Service which also runs clinics at the Jubilee house in Cosham and Queen Alexandra Hospital.

The service is open 07:30-19:00 The role requires all staff to rotate covering the service (7.5 hours per day)

You will be part of a busy administrative and clerical team helping to provide support to the MPP Services at both sites.

You will be the first point of contact for patients coming into the service, you will need to have a confident, professional approach on the phone and in person. You will need to be well organised with the ability to prioritise, have effective communication, and keyboard skills, a good standard of literacy and numeracy with an ability to maintain accurate records and to work independently. You will be required to liaise with patients, staff, and other agencies to ensure the smooth running of the department and appointments system.

Experience in the use of Microsoft Office, Excel, Word, and Outlook is essential and training will be given in the use of the Systm 1, clinical software, used by the service to book patient appointments. This may also involve keeping spreadsheets & databases as required.

Experience of working in a busy office environment is also essential.

Main duties of the job

• Use & accurately populate the electronic record system (Systm One) with information to include referrals, scanning & uploading information from other services in a timely manner etc., taking responsibility for the quality of the data & taking note of the Health Records Standards & Procedures & Record Keeping Policy
• Follow agreed processes for dealing with emails on Outlook and nhs.net, on a regular basis prioritising urgency & importance, signposting/dealing with queries (often sensitive) regarding issues arising
• Provide support to training events e.g. away days, skill slots etc. involving the coordination of diaries, venue & hospitality booking as appropriate
• Monitor & order stationery/leaflets, clinical & general supplies & place order request when necessary
• Attend & participate in team/other meetings, ensuring any actions are completed by the required date & take minutes if requested
• Provide cover & support during times of absence for the core functioning of the admin team
• Offer guidance & training of Band 2 or new staff as required
• Maintain current office policies & procedures, be actively involved in their development
• Undertake limited supervision of Band 2 or new staff in absence of the Admin Supervisor & Admin Manager
• Provide admin support to the Admin Supervisor to set up & review administration systems/processes as deemed appropriate

Job responsibilities

Hampshire and Isle of Wight Healthcare NHS Foundation Trust is a newly established organisation, bringing together expertise from across mental health, learning disabilities, community, and physical health services. We are dedicated to delivering compassionate, high-quality, and accessible care to the diverse communities of Hampshire and the Isle of Wight.

With over 13,000 dedicated staff working across more than 300 sites, we place patients and staff at the centre of everything we do. Our goal is to create an integrated healthcare system that improves accessibility and ensures more consistent care for patients. By working together, we aim to improve patient outcomes, drive innovation, and meet the unique needs of the populations we serve.

Our Trust unites services from Southern Health, Solent NHS Trust, Isle of Wight NHS Trusts community and mental health teams, as well as Hampshire CAMHS, originally part of Sussex Partnership NHS Foundation Trust. This transformation enables us to deliver more seamless care across the region, ensuring that patients receive the right support, in the right place, at the right time.

Join us as we embark on this exciting journey to shape the future of healthcare across Hampshire and the Isle of Wight. We are deeply committed to our CARE values of compassion, accountability, respect, and excellence, and offer outstanding opportunities for career development, training, and collaborative working.