Personal Assistant / Admin Lead

at  Hampshire Hospitals NHS Foundation Trust

This role is only open to applicants that currently work within an NHS Trust within the Hampshire and Isle of Wight Integrated Care System (HIOW ICS)

We are seeking a highly organized and proactive Office Lead to support our Microbiology Lab team, Microbiology Clinicians & Managers, and the OPAT team. This role requires a dynamic individual with secretarial skills and the ability to manage two reception staff effectively. The ideal candidate will demonstrate a high level of initiative, communication skills, and the capacity to streamline office operations in a fast-paced environment.

• Administrative Support : Provide comprehensive administrative support to the Microbiology Lab team, Microbiology Clinicians, Managers, and the OPAT team. Assist in the preparation of reports, correspondence, presentations, and meeting materials.
• Reception Management : Oversee the daily operations of the reception area, ensuring a welcoming and efficient environment. Manage and provide guidance to two reception staff, ensuring a high standard of customer service and professionalism.
• Communication Coordination : Serve as the primary point of contact for internal and external communications. Facilitate communication between lab personnel, medical staff, and external stakeholders to ensure seamless collaboration.
• Office Operations : Proactively manage office supplies, equipment maintenance, and other logistical tasks to ensure the smooth functioning of the office. Implement and maintain organizational systems to improve efficiency and productivity.
• Scheduling and Coordination : Manage complex calendars for the Laboratory team, and the doctors, including using HealthRoster to record shifts and annual leave, scheduling meetings, appointments, and events. Also to liaise and organise Junior Doctor rotations.
• Data Management: Maintain and organize confidential records and databases. Ensure accuracy and completeness of documentation and assist with data entry and analysis as required.

Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.
Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.
We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.
The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.
Happy to Talk Flexible Working - all requests for flexible and part time working will be considered.
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached

• Administrative Support : Provide comprehensive administrative support to the Microbiology Lab team, Microbiology Clinicians, Managers, and the OPAT team. Assist in the preparation of reports, correspondence, presentations, and meeting materials.
• Reception Management : Oversee the daily operations of the reception area, ensuring a welcoming and efficient environment. Manage and provide guidance to two reception staff, ensuring a high standard of customer service and professionalism.
• Communication Coordination : Serve as the primary point of contact for internal and external communications. Facilitate communication between lab personnel, medical staff, and external stakeholders to ensure seamless collaboration.
• Office Operations : Proactively manage office supplies, equipment maintenance, and other logistical tasks to ensure the smooth functioning of the office. Implement and maintain organizational systems to improve efficiency and productivity.
• Scheduling and Coordination : Manage complex calendars for the Laboratory team, and the doctors, including using HealthRoster to record shifts and annual leave, scheduling meetings, appointments, and events. Also to liaise and organise Junior Doctor rotations.
• Data Management: Maintain and organize confidential records and databases. Ensure accuracy and completeness of documentation and assist with data entry and analysis as required