Team Secretary

Job summary

We are currently looking for a secretary to join our vibrant administration team supporting the Crisis Resolution Home Treatment team based at The Orchards in Portsmouth. This is a full time role.

You must have excellent written and verbal communication skills and be able to work flexibly, multitask and prioritise your work throughout the day, as well as enjoy a varied workload. You will thrive on supporting your staff to work effectively and efficiently at all times and drive development within the admin and clinical teams. You will be comfortable working alone without direct supervision and will have a good knowledge of Microsoft Applications and knowledge of SystmOne would be an advantage though full training will be given.

Our Mental Health Team provide care to Portsmouth patients both in our Inpatient setting and our Community Teams based at St Mary's. HIOWH is proud to support career development, and through regular supervisions and annual appraisals we will support you and you will be supporting your own staff to achieve goals and take the next step in their career with HIOWH. Apprenticeship options are available and will be discussed with the successful candidate.

Main duties of the job

* Carry out clinical diary management, booking rooms, patient appointments, professional meetings, and resolving any queries with clinicians.

* Manage appointment bookings, updating electronic record system and sending follow up letters following Trust guidelines and targets.

* Ensure referrals are actioned following the agreed Mental Health Service procedures according to the defined performance targets and timescales.

* Retrieve and store records from Restore ensuring accurate information is recorded on progress of these records, their destination and delivery and support colleagues with issues arising.

* Produce letters, emails or memoranda using standardised Trust templates ensuring accurate filing, recording and distribution.

* Produce accurate minutes and full administration support for a range of meetings and investigations to include agenda preparation and follow up of appropriate actions.

* Process incoming and outgoing mail, telephone or written messages, distributing appropriately and in a timely manner, taking responsibility for signposting or dealing with queries regarding issues arising.

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.