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Team Administrator Co-ordinator

Employer
Sussex Partnership NHS Foundation Trust
Location
Chichester, England
Salary
£22,549 - £24,882 per annum
Closing date
9 Dec 2021

View more

Sector
Healthcare
Function
Administration
Contract Type
Permanent
Hours
Full Time

Job Details

Welcome from our Chief Executive - Samantha Allen

Our organisation is expanding and we're looking for people with the right values, skills and/or potential to join us. We need people with energy, expertise, enthusiasm to help us provide the very best possible specialist NHS mental health and learning disability care. This involves helping us achieve our strategy to improve the quality of life for the communities we serve through People, Prevention and Partnerships.

So what can we offer you in return?

We're an organisation which puts people first. We'll do everything possible to help you feel respected, valued and included. We'll help you learn, acquire new skills and gain further experience to support your career development. And we'll provide the opportunity for you to bring your fresh ideas to work about how we can do things differently and continue improving.

You will also be joining a health and care system committed to working together to do the best we can for the communities we serve. Above all, at Sussex Partnership you'll have the chance to make a difference to the lives of the patients, carers and families across our communities.

If you like the sound of that, then come and join our team.

Samantha Allen

Chief Executive

Job overview

The Team Administrator post is essential to the smooth operation of the clinical team. The post holder leads the administration team to support the clinicians in their clinical activity, ensuring everything from making appointments to office management. The administration team are the first contact that many people will have with Specialist Older Adult Mental Health Services and having an empathic and understanding personality is essential as we pride ourselves on having excellent relationships with the people who access our services. The administrators who are in the team are experienced in their roles and have a shared value base that is inclusive and open, they are advocates for developing systems, processes and relationships and offer a professional and comprehensive service.

Main duties of the job

To provide comprehensive secretarial and administrative support to clinical staff including the
manager, supervising the administration team and ensuring the smooth running of the office
function, including ensuring sufficient cover is provided in times of sickness and annual leave.
To be responsible for maintaining sickness and absence records for all staff and related
employee information.
To act as central secretarial and administrative contact point for the team.
To supervise junior staff including, where appropriate, allocating workload and reviewing
performance.
To maintain an overview of the administration function and workflow within the team.
To consistently deliver a client focussed service, which promotes good customer service and
effective working relationships.

Working for our organisation

There are excellent development opportunities within the organisation, and you will be supported with a learning package, supervision and appraisal.

We encourage flexible working. We know that a positive work/ life balance brings about huge health-related benefits, which has a positive impact on the care we provide. Please speak to us about flexible working, for example, home-working, part time hours, flexible start/ finish times or anything else. If it works for you and works for the role, we'll do our best to make it happen

Detailed job description and main responsibilities
To work independently, prioritise and organise own work load taking into consideration the
competing demands of the team and ensuring that administrative work is carried out within
timescales set down.
To supervise and allocate where necessary the workload of junior staff taking into
consideration the competing demands of the team.
To ensure administrative work is carried out within timescales set down

To provide effective secretarial support including diary management, phone calls and
typing correspondence producing documents to a good standard, using Trust templates,
in line with Trust guidelines.
To arrange, prepare the agenda for and take minutes of team meetings and other
meetings as directed.
To lead on the administration process for the recruitment of staff - i.e., sending interview
letters, servicing interview panel and liaising with recruitment team subsequent to
interview.
In conjunction with the manager organise and co-ordinate staff training.
To compile monthly absence returns for staff for sign off.
To maintain records of sickness/absence/leave for the team.
To maintain up to date staff details including emergency contacts details etc.
To provide/obtain reports and data as required.
Administration
To provide a comprehensive and professional secretarial and administration service to
the team.
To operate and update computerised database systems including trust systems and any
bespoke systems local to the team.
To operate and update any waiting lists contained within the team.
To maintain comprehensive paper and electronic filing systems.
To provide support to colleagues in relation to difficult or anxious service users, carers
and relatives be it face to face or over the phone.
To organise any additional resources required for appointments or meetings, for
example, interpreters.

To participated in a rota to cover reception duties if required
Administration systems and staff
In conjunction with the manager set up and continue to develop effective administrative
services to ensure a timely and efficient service to the team, service users and
associated individuals, including accessibility of policies/procedures/information, safe and
secure storage of service user records, effective filing systems, communications systems,
referral systems and personnel records.
To maintain an overview of the administration function and workflow within the team
discussing any areas of concern with the manager.
To co-ordinate the work of other administrative staff within the team, delegating
responsibilities, monitoring performance and maintaining high standards and good
practice amongst the administrative staff and administrative systems.
In conjunction with the service manager be actively involved in the recruitment and
retention of administrative staff, i.e. short-listing and interviewing.
To ensure there is adequate cover provided amongst administrative staff during times of
annual leave, training and sickness.
Office Management
To liaise with the building manager regarding building wide protocols including moving
equipment, phone lines and building security.
To be responsible for staff induction with regard to safety and security including setting
the burglar alarm, ensuring that staff follow the appropriate procedure in notifying late
clinics and their presence in the building by using lone worker protocol.
To take responsibility for effective use of office supplies.
To manage petty cash floats and any other financial procedures in line with Trust
procedures
Order stock and non-stock items on the Oracle system.
General
To carry out any other duties in line with the grade and scope of the post, working as part
of the team and to cover as necessary for annual leave and sickness.
To assist with any additional duties the clinical team may take on.
To act as a resource on ICT matters, as appropriate
To participate in the Trusts supervision and appraisal system.
To ensure that own essential training is maintained and up to date. To attend any local
training/development sessions as appropriate.

Person specification

Qualifications
Essential criteria
  • NVQ 3 in Business & Administration or evidence of equivalent practical experience
  • RSA 3 or equivalent experience and evidence of further practical experience
  • Good standard of secondary education; GCSE at Grade C or above

Knowledge/Experience
Essential criteria
  • Significant experience of a range of secretarial procedures
  • Significant experience of working as an administrator or secretary
  • Experience of office and resource management
  • Experience of supervising others
  • Experience of producing documents to a high standard of presentation with good accuracy
  • Experience of maintaining office systems
  • Experience of generating own correspondence
  • Experience of working as part of a team

Sussex Partnership NHS FT is committed to supporting a diverse workforce that reflects our communities. Our workforce is currently under-represented from Black and Minority, Ethnic and disabled communities and we would welcome applications from these communities.

We regret that we are unable to advise candidates if they have not been shortlisted. If you have not heard from us within three weeks of the closing date please assume that you have been unsuccessful on this occasion.

In the event of an excessive number of applicants the Trust reserves the right to close this vacancy earlier than indicated.

Sussex Partnership NHS Foundation Trust takes its responsibilities for the safeguarding and protection of children and young people and vulnerable adults very seriously and expects this of all its employees and bank workers. The Trust works with adult and children's social care to ensure that the integrated service has systems in place to equip staff and bank workers with the knowledge and skills to recognize abuse, and take action to safeguard and protect vulnerable adults and children and young people. It is expected that all staff and bank workers familiarise themselves with the appropriate structures and policies and with the Sussex child protection and safeguarding procedures and the Sussex multi-agency policy and procedures for safeguarding vulnerable adults and undertake the relevant essential training and further training appropriate to their role.

Successful candidates are normally offered salaries at the bottom of the relevant salary range. However, where previous or equivalent NHS experience in a similar role can be demonstrated and evidenced, this may be taken into consideration when setting the starting salary.

Company

SPFT Banner

Who we are

We provide specialist NHS mental health and learning disability services in south east England. People receive care, treatment and support from us in hospital, at home and from a range of community services. Our services are rated ‘good’ by the Care Quality Commission and ‘outstanding’ for caring.

Where we are

We provide services for people of all ages across Sussex and services for children and young people in Hampshire. There’s something for everyone in our local area, whether that’s the hustle and bustle of Brighton, the scenic South Downs or our wonderful coastline where you can chill out to the sound of the surf.

What we can offer you

When you join us, you’ll be coming to work in an organisation that puts people first. We’ll do everything we can to make you feel valued, respected and included. You will be given plenty of opportunities here for your career to flourish. We’re an organisation which is strong on innovation, research and learning, and we will support your development and help you learn new skills in whichever team or service you work in.

Check out the links below to view our key areas of recruitment

Nursing

Medical

Allied Health Professions

Phychology & PsychologicalTherapies

Social Work

Healthcare Support Workers 

Support Services

Check out our latest video below where we hear from our inspiring nurses why Sussex Partnership is such a great place to work.

Company info
Website
Telephone
01903843000
Location
Trust HQ
Swandean
Arundel Road
Worthing
BN13 3EP
GB

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