At a Glance
- Tasks: Be the friendly face of NHS Hampshire, providing top-notch reception and admin support.
- Company: Join a supportive team at NHS Hampshire and Isle of Wight.
- Benefits: Enjoy 27 days holiday, flexible working, and health services.
- Other info: Great opportunity for career growth and to work with diverse teams.
- Why this job: Make a difference in healthcare while developing your skills in a dynamic environment.
- Qualifications: NVQ 3 or equivalent experience in administration required.
The post holder will act as a receptionist and first point of contact for visitors, callers, and colleagues on behalf of NHS Hampshire and Isle of Wight at Omega House. The post holder will provide general office support across the Governance team as and when required. The post holder will be required to maintain relationships with colleagues both within and outside NHS Hampshire and Isle of Wight, which may include patients, patients’ representatives, tenants of Omega House, visitors, and callers to the site.
Main duties of the job
- Provide a professional, calm, friendly and efficient reception service, ensuring high quality and confidential administrative support to teams within NHS Hampshire and Isle of Wight as required.
- Deal with routine and specialist enquiries in a professional and helpful manner, answering telephone calls and greeting visitors.
- Work in harmony and collaboration as part of the Governance team, providing an accurate, confidential and efficient clerical service and supporting tenants.
- Ensure priorities, deadlines and queries are always dealt with correctly and efficiently, delivering a high-quality, effective administration and reception service within the facility.
- Undertake general office support duties within the Governance team as required.
Benefits
- 27 days paid minimum holiday and bank holiday entitlement
- Sick pay policy
- Occupational health services including staff counselling services
- Flexible working and family friendly policies
- Flexible retirement and retirement vouchers
Detailed job description and main responsibilities
- Provide a professional, calm, friendly and efficient reception service, ensuring high quality and confidential administrative service to teams within NHS Hampshire and Isle of Wight as required.
- Deal with routine and specialist enquiries in a professional and helpful manner, communicating relevant information to stakeholders and referring to others as appropriate.
- Answer telephone calls, meet and greet visitors, take messages and pass them on accurately to the relevant departments.
- Work in harmony and collaboration as part of the Governance team.
- Provide an accurate, confidential, and efficient clerical service and support tenants, ensuring priorities, deadlines and queries are always dealt with correctly and efficiently, delivering a high quality, effective administration and reception service within the facility.
- Promote excellent customer service and working relationships.
- Ensure facilities in the building are ‘fit for purpose’ and report any issues via the electronic reporting system to NHS Property Services.
- Maintain general office supply levels – including paper stocks for printers and sanitisation stations – so they are fully stocked.
- Act as a fire warden and first aider once the relevant training has been undertaken.
- Promote the image of NHS Hampshire and Isle of Wight, checking that notices and leaflets are up to date and well presented.
- Prepare and maintain the reception and waiting areas and ensure public areas are clean and tidy.
- Carry out other appropriate delegated duties as required.
Person specification
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification, or significant equivalent previous proven experience.
- Demonstrable experience of working in an administrative environment and working with computerised data systems.
- Ability to maintain confidentiality and trust.
- Clear communicator with good telephone manner, writing and data entry skills.
- Able to build strong relationships and work effectively as part of a team.
- Ability to multi-task, prioritise and organise own workload to changing and often tight deadlines.
- Ability to train other immediate team members in aspects of the role.
- Ability to problem-solve and act autonomously running reception on a day-to-day basis.
- Proficient in Microsoft 365, including Word, Excel and PowerPoint, with the ability to use PC, keyboard and mouse on a frequent basis.
We encourage and support our staff to be fully vaccinated against Covid-19 as this remains the best way to protect ourselves, our families, our colleagues, and patients from the virus.
Administration and Office Support Assistant in Eastleigh employer: Hampshire and Isle of Wight ICB
NHS Hampshire and Isle of Wight is an exceptional employer, offering a supportive work environment that prioritises employee well-being and professional growth. With benefits such as 27 days of paid holiday, flexible working policies, and access to occupational health services, staff are encouraged to thrive both personally and professionally. Working at Omega House not only provides the opportunity to contribute to vital healthcare services but also fosters a collaborative culture where every team member's input is valued.
Contact Details:
Hampshire and Isle of Wight ICB Recruitment Team
StudySmarter Expert Advice🤫
We think this is how you could land Administration and Office Support Assistant in Eastleigh
✨Get Involved with Local Health Initiatives
Join local community health events or volunteer for organisations like public health agencies. This not only builds your experience but also helps you network with industry professionals who might know of openings at places like Hampshire and Isle of Wight ICB.
✨Tap into Professional Associations
Check out associations like the Institute of Healthcare Management. They often have job boards, networking events, and conferences that are perfect for connecting with potential employers in health sciences administration.
✨Stay Updated with Industry Trends
Follow health policy news and trends—being knowledgeable about the current landscape will not only help you in interviews but also make you stand out as a candidate. You can discuss recent developments and their implications when chatting with folks at Hampshire and Isle of Wight ICB.
✨Apply Through Our Website for Better Visibility
When you find roles that excite you, especially at places like Hampshire and Isle of Wight ICB, don’t forget to apply through our website. This can sometimes give you an edge by showing the employer you’re savvy and committed to finding the right fit.
We think you need these skills to ace Administration and Office Support Assistant in Eastleigh
Some tips for your application 🫡
Highlight Your Relevant Experience:When applying for a role in health sciences administration, it's super important to spotlight any relevant experience you have in healthcare settings. Whether you've worked in a hospital, a clinic, or any related environment, make sure to detail those roles in your CV – focusing on your responsibilities and achievements that align with the job at Hampshire and Isle of Wight ICB.
Showcase Your Administrative Skills:Administrative skills are key in this field, so don’t hold back! Make sure your CV reflects your proficiency in things like scheduling, data management, and compliance with health regulations. Mention specific software you’ve used, such as patient management systems, as this will demonstrate your hands-on abilities and readiness for the role at Hampshire and Isle of Wight ICB.
Craft a Meaningful Cover Letter:Your cover letter should reflect your passion for the health sciences field and your eagerness to contribute to Hampshire and Isle of Wight ICB. Share a bit about why you’re drawn to this sector, any impactful situations or challenges you’ve encountered, and how they’ve shaped your desire to work in health sciences administration. This personal touch can really set you apart!
Tailor Your Documents to the Job:Don't use a one-size-fits-all approach! Make sure your CV and cover letter are specifically tailored for this role. Highlight any certifications you have relevant to health administration, and ensure you clearly connect your previous roles to the skills needed for the full-time position at Hampshire and Isle of Wight ICB. This way, you're showing them you’ve done your homework and are genuinely interested in being a part of their team.
How to prepare for a job interview at Hampshire and Isle of Wight ICB
✨Showcase Your Administrative Skills
In health sciences administration, being organised is key. Make sure you can demonstrate your skills in managing schedules, paperwork, and data accurately. Be ready to discuss specific tools you've used, like electronic health record systems or scheduling software, and how they improved efficiency in your past experiences.
✨Know Your Regulations
Familiarity with healthcare regulations and compliance is crucial. Brush up on HIPAA, GDPR, or other relevant policies before your interview. We recommend preparing examples of how you've ensured compliance or handled sensitive information in past roles—this will show you're not just knowledgeable but also responsible.
✨Prepare for Scenario Questions
Interviews for administrative roles often involve scenario-based questions to assess your problem-solving skills. Practice responses to common situations you might face, such as dealing with a challenging patient or managing a sudden schedule change. This will not only demonstrate your ability to think on your feet but also highlight your interpersonal skills.
✨Align Your Goals with the Organisation
As a full-time candidate, employers will want to know how your long-term career goals align with their mission. Take some time to research Hampshire and Isle of Wight ICB’s values and be ready to tie your passion for health sciences administration into their objectives. Demonstrating enthusiasm and career alignment can be a game-changer in this competitive field!
