Welcome from our Chief Executive

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.

Job overview

We have an exciting opportunity to join the Digital Directorate at Sussex Partnership NHS Foundation Trust as a band 4 Digital Directorate Administrator. This is a key role in supporting the Digital Directorate Senior Leadership and wider digital Team. We are looking for an enthusiastic, flexible and self-motivated individual to join our team. Working as part of the Digital Directorate providing comprehensive administrative support services that support the priorities of the IT department, ensuring Trust-wide, and departmental policies are adhered to. The post holder will support the effective operation of the department by providing timely responses to requests and proactively managing their workload. Main duties include, but are not limited to, providing assistance with procurement activities, diary management, minuting meetings and employee record keeping and management and other administration duties.

The position can be fully Remote/Homebased with the occasional need to travel for meetings.

To protect the health and safety of our staff/workers, patients, and those attending our sites, we encourage our workforce to get fully vaccinated against COVID

Main duties of the job

The Digital Directorate Administrator is a key role in supporting the Digital Directorate. There are many demands on the Department and the postholder will help manage those demands through ensuring department management tools and records are in place and kept up to date.

The Digital Directorate Administrator will have access to personal and commercially sensitive information and will need to have an excellent awareness of standards to follow when handling this type of information.

The Digital Directorate Administrator will need to understand the services provided by the IT department and its contribution to Trust operations. There is also a requirement to work closely with other senior Trust staff and their Teams as well as the other Digital Directorate Administrator and the Business Manager to CDIO to ensure cover for leave and sickness absence.

To work independently, prioritise and organise own work load taking into consideration the competing demands of the teams within the wider IT Department and ensuring that administrative work is carried out within timescales set down.

Working for our organisation

We are a large NHS Mental Health Trust in South East England and are looking for skilled and enthusiastic people to help us provide high quality services for the patients, carers and local communities that we serve.
Joining our team you will become part of a service dedicated to helping to provide the best outcomes and experience for people using our services and a great working experience for staff. We do not underestimate the challenges ahead and work together to support one another to drive forward innovation and change. Your personal professional development is important to us and you will be provided with opportunities to develop, as well as a flexible and supportive approach to your work life balance.
Sussex Partnership is an equal opportunities employer, with a sincere commitment to our people's health and emotional wellbeing and as such, we have signed the Time to Change pledge and provide a comprehensive Employee Assistance Programme.

In addition, our workforce is currently under-represented by people from Black and Minority Ethnic and Disabled communities. We welcome applications from people of these communities as we want our workforce to reflect the communities we serve.
The Care Quality Commission (CQC) has rated our services good, following their most recent inspection, and outstanding in the caring domain.

To protect health and safety of our staff/workers, patients, and those attending our sites, we encourage our workforce to get fully vaccinated against COVID

Detailed job description and main responsibilities

• Provide extensive administration support to the Digital Senior Management Team and the wider directorate, this will include working with Word, PowerPoint and Excel and Visio documents.
• Provide general administration duties to the wider IT department.
• Provide any ad hoc administration required by the IT Department including, but not limited to taking minutes, booking meetings, and filing, both electronic and paper and sorting incoming post.
• Lead weekly huddle meeting for the IT department and perform the role of huddle master.
• Manage the administration, including agenda and minutes, of the weekly SMT meeting and attend the meeting in person.
• Support Services
• Provide effective secretarial cover to the Digital Senior Management Team, including diary management, phone calls and typing correspondence producing documents to a good standard, using Trust templates, in line with Trust guidelines.
• Prepare and distribute agenda and minutes of Department, Team and other meetings as directed
• Co-ordinate, organise staff induction, training and maintain training records.
• Co-ordinate the annual and mid-year appraisals to ensure they are undertaken in time to meet Trust deadlines. Ensure adequate records are kept.
• Co-ordinate workshops and other events involving allocation of resources, noting attendance, circulating information to potential candidates and attendant.
• To maintain records of sickness/absence/leave for the team and compile monthly absence returns for staff for sign off.
• Maintain staff details database.
• Maintain emergency contacts details list.
• To provide/obtain reports and data as directed.
• Greet and sign in visitors as appropriate.
• Manage issue and return of security passes.
• Cover duties of other Team members as required.
• Log and manage estates works requests.
  Administration
• To operate and update computerised database systems including Trust system and any bespoke systems local to the team.
• To maintain comprehensive paper and electronic filing systems
  Administration systems and staff
  
• In conjunction with the Business Services Manager set up and continue to develop effective administrative procedures to ensure a timely and efficient service to the Business Services Team.
• To take responsibility for effective use of office supplies
• Order stock and non-stock items on the Oracle system.
• Track oracle payments against contractual frameworks.
• Reconcile credit card purchases
• Manage, issue and return of security passes
  General
• To carry out other duties in line with the grade and scope of the post, working as part of the Digital Directorate Administration Team and to cover as necessary for annual leave and sickness
• To ensure that own essential training is maintained and up to date. To attend any local training/development sessions as appropriate.
• To work closely as a team with the other Digital Directorate Administrator to ensure cover for sickness absence, annual leave etc. This also includes sickness and annual leave cover for the Business Manager to CDIO.
  
  

Person specification

Qualifications
Essential criteria

• Word processing to RSA III, NVQ Level 3 or relevant equivalent experience, together with a high level of numeracy and written and spoken English.
• Good standard of general education, e.g. 5 GCE O levels, 5 GCSEs, grades A-C or equivalent including Maths and English.

Knowledge
Essential criteria

• Significant experience working as an administrator in an office environment.
• Significant experience working with MS Office packages.
• Experience of minute taking and recording

Desirable criteria

• NHS or healthcare experience

Skills
Essential criteria

• Good communication skills - verbal and written, literate and numerate.
• Ability to work with other teams to provide an effective service
• Able to make decisions based on experience
• Innovation driven approach to solution development and problem solving
• Ensuring daily/weekly tasks are performed in accordance with policy and procedures
• Following and administering policies and procedures in line with departmental responsibilities and goals
• Able to ensure they meet deadlines and prioritise work for themselves
• Excellent organisational skills
• Good MS Office skills
• Requires keyboard skills with a high degree of accuracy including Microsoft Office, Excel and MS Project.

Mental Effort
Essential criteria

• Required to use VDU for most of the day.

Desirable criteria

• Able to concentrate for prolonged periods with regular interruptions
• Rare exposure to emotional and distressing circumstances.

Working conditions
Essential criteria

• Required to use VDU for most of the day.

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.