Administration Assistant (Head Office)
Job summary
We are looking for an organised, enthusiastic and approachable Administration Assistant to join our friendly Head Office team at Mid Hampshire Healthcare.
This is a varied and interesting role providing administrative support across our clinical and corporate services, helping our teams to deliver high-quality healthcare services to patients across the communities we serve.
No two days will be quite the same. Youll support a wide range of activities including general administration, responding to enquiries, preparing documents and reports, coordinating meetings and bookings, maintaining records and systems, and providing support with HR, recruitment and finance administration.
Were looking for someone who is organised, reliable and confident using IT, with excellent attention to detail and communication skills. Youll need to be comfortable managing competing priorities and enjoy being part of a busy, collaborative team.
The role is permanent and part-time, approximately 20 hours per week, with working days/hours to be agreed with the successful candidate. Youll be based at our Head Office in Colden Common, Winchester.
If you enjoy variety, take pride in keeping things organised and would like to play an important part in supporting the delivery of local healthcare services, wed love to hear from you.
Main duties of the job
As our Administration Assistant, you will provide practical day-to-day support to teams across Mid Hampshire Healthcare, helping to ensure our clinical services and Head Office functions run smoothly and efficiently.
This is a varied role where you will be involved in a broad range of administrative activities. You will help manage enquiries and correspondence, maintain accurate records and systems, prepare documents and information, and support the coordination of meetings, training and other organisational activities.
You will also provide administrative support across our operational, HR and finance functions, including assisting with recruitment and staff onboarding, maintaining HR records, processing and collating financial information, and supporting the management of office facilities and supplies.
You will work closely with colleagues across MHH and will need to be comfortable managing a varied workload, prioritising tasks and handling confidential information appropriately.
Its a great opportunity for someone who enjoys being organised, helping others and having plenty of variety in their working day.
About us
Mid Hampshire Healthcare (MHH) is a GP Federation working with GP practices and healthcare partners to deliver a range of high-quality clinical services to patients across Hampshire and surrounding areas.
Our Head Office team supports the delivery of a diverse and growing portfolio of healthcare services. We are a small, friendly and supportive team where everyone plays an important part, and we value people who are approachable, proactive and happy to get involved.
Working at MHH offers plenty of variety. We have a collaborative way of working, with colleagues across clinical, operational and corporate teams working closely together to solve problems, develop services and ensure patients receive the best possible care.
We encourage our staff to develop within their roles and support ongoing learning and professional development.
If youre looking for a role where you can become a valued member of a close-knit team, have the opportunity to get involved in different areas of the organisation and know that the work you do contributes to the delivery of local NHS services, MHH is a great place to work.
Job description
Job responsibilities
Main Purpose of the Role
The Administration Assistant plays a key role in supporting the efficient day-to-day operation of Mid Hampshire Healthcares clinical and corporate services.
Working as part of the Head Office team, the post holder will provide high-quality administrative support to help ensure the smooth delivery of patient services, clinical programmes and organisational functions.
The role requires excellent organisational skills, attention to detail, strong communication skills and the ability to work flexibly across a range of services.
Key Duties and Responsibilities
Administrative Support
- Provide comprehensive administrative support across MHH services.
- Respond to telephone calls, emails and other enquiries professionally and courteously.
- Maintain accurate electronic and paper records.
- Produce correspondence, reports, meeting minutes and other documentation.
- Support the preparation and distribution of clinical and operational documentation.
- Undertake accurate data entry using clinical and administrative systems.
Operational Support
- Order office supplies and assist with the management of office contracts and services.
- Help coordinate meetings, training sessions and staff events.
- Maintain shared calendars and booking systems.
- Support facilities and venue bookings.
Finance and HR Support
- Enter invoices into QuickBooks and collate documentation for payment runs.
- Assist with recruitment processes.
- Support employee onboarding and offboarding.
- Maintain information within the PeopleHR system.
Skills and Experience
The successful candidate will have:
- A good level of computer literacy.
- A minimum of two years experience in an administrative, clerical or customer service role.
- Good written and verbal communication skills.
- Experience of handling confidential or sensitive information appropriately.
- The ability to manage competing priorities and work to deadlines.
- Experience of working effectively as part of a busy team.
Previous experience within the NHS, primary care, community healthcare or social care would be advantageous, as would experience of NHS clinical systems, organising meetings or training, producing reports and spreadsheets, or supporting audit and compliance activities.
Personal Attributes
We are looking for someone who is:
- Organised, reliable and able to take responsibility for their work.
- Flexible and adaptable to changing priorities.
- Proactive, collaborative and approachable.
- A strong communicator and team player.
- Able to exercise good judgement and maintain confidentiality.
- Committed to high professional standards and providing an excellent service.
Training and Development
MHH encourages and supports personal development. The post holder will be expected to complete required training and maintain their knowledge and skills relevant to the role. Additional training will be provided where the role develops or new responsibilities are agreed.
Confidentiality and Information Governance
The post holder may have access to confidential and sensitive information relating to patients, staff and the organisation and must ensure this is handled appropriately and in accordance with MHH policies, information governance requirements and data protection legislation.
The post holder will also be expected to work in accordance with MHHs policies and procedures relating to equality and diversity, health and safety, information governance and professional conduct.
Person Specification
Qualifications
- Essential Experience/Qualifications
- Good level of computer literacy.
- Minimum 2 years experience in an administrative, clerical or customer service role
- Good written and oral communication
- Experience of handling confidential or sensitive information appropriately
- Experience of managing competing priorities and working to deadlines.
- Experience of working as part of a team in a busy environment.
- Desirable Experience/Qualifications
- Previous experience working within the NHS, primary care, community healthcare or social care.
- Experience using NHS clinical or patient administration systems (e.g. EMIS Web, SystmOne, Adastra or similar).
- Experience of organising meetings, events or training sessions.
- Experience of producing reports, spreadsheets and meeting minutes.
- Experience supporting quality improvement, audits or compliance activities.
- Experience working with external stakeholders such as GP practices, NHS Trusts, Integrated Care Boards (ICBs), local authorities or voluntary organisations.
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.
Employer details
Employer name
Mid Hampshire Healthcare Ltd
Address
Mid Hampshire Healthcare Limited
Leylands Business Park, Unit 6a Leylands Farm, Colden Common,
Winchester
Hampshire
SO23 0LD
United Kingdom
Employer's website
https://www.midhampshirehealthcare.co.uk/