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 Team and we are looking for an enthusiastic, flexible and self-motivated individual to join our team. The post holder will have access to sensitive and confidential information and will need to have an excellent awareness of standards to follow with this type of information.

The post holder will provide secretarial and administrative support to the Digital Directorate Senior Management Team as well as providing general admin support to the wider digital team. The work is varied and will include tasks such as:

• Minuting meetings
• Diary management
• Co-ordinate workshops and other events
• Develop and maintain processes and procedures relating to the delivery of Digital Directorate objectives
• Track oracle payments against contractual frameworks

'Vacancy can be fully remote/Homebased with the occasional need to travel for meetings

Main duties of the job

The Digital Directorate Administrator is a key role in supporting the Head of Information, Digital Clinical Leads and wider IT department. There are many demands on the these leadership roles and postholder will help manage those demands through ensuring process and procedures are in place maintained and these processes are communicated both internally and externally.

The postholder is responsible for the meeting management on behalf of the Digital Directorate Senior Management Team, as well as the production and distribution of relevant materials.

The Digital Directorate Administrator will also need to work closely with other senior Trust staff and their Teams. There is also a requirement to work closely with the other Digital Directorate Administrator to ensure cover for leave and sickness absence. This also includes sickness and annual leave cover for the Business Manager to CDIO.

The postholder will have access to sensitive and confidential information and will need to have an excellent awareness of standards to follow with this type of information.

The postholder will need to have an in-depth understanding of the services provided by the Digital directorate and its contribution to Trust operations.

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

• Develop and maintain processes and procedures relating to the delivery of Digital Directorate objectives, under the guidance of the Head of Information and Digital Clinical Leads [hereafter Leads].
• Proof read documents and communications prepared by the Leads and amend where necessary.
• Use of standard MS Office applications.
• Manage a filing system that allows for confidential and general information to be available only as appropriate.
• Co-ordinate workshops and other events involving allocation of resources, noting attendance, circulating information to potential candidates and attendant.
• Support the Leads in management of personnel within the department e.g. raising purchase orders, scheduling meetings, supporting recruitment.
• Exchange confidential, sensitive and complex information with other directors, senior managers, representatives of organisations and members of the public, using tact, diplomacy and communication skills.
• Support the meeting structure of the information and analytics function: produce accurate and succinct minutes, ensure papers are submitted in time for the distribution of the agenda, chase up outstanding action points, arrange for suitable meeting rooms.
• Co-ordinate identified group meetings, as directed by the Leads providing agendas, papers and minutes, and circulating to attendants in time for the meeting. Make the attendees aware of action points resulting.
• 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
• Cover duties of other team members as required.
• To work closely as a team with the other Digital Directorate Administrator to ensure cover for annual leave and sickness absence. 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

• Good verbal and written presentational skills, ability to raise routine correspondence and draft meeting agendas
• Considerable interpersonal skills
• Experience of working with IT projects, contracts and/or third party suppliers
• Good problem solving skills
• Good organisational skills including meeting, diary and time management
• Demonstrable experience of successfully working as a PA or equivalent.
• Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
• Minute taking and recording
• Experience of working both autonomously and as part of a team
• Organising formal meetings and committees. Working with meeting/committee chair to manage agenda

Desirable criteria

• Lived experience of mental health issues

Skills
Essential criteria

• Communicate and liaise effectively with directorates as directed and required on a range of complex and sensitive topics
• Display tact, diplomacy and confidentiality at all times, using initiative, persuasion and negotiation when necessary.
• Communicate verbally and or in writing with a range of internal and external stakeholders and to produce confidential and sensitive correspondence.
• Manage incoming correspondence and e-mails, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action.
• Collate relevant information to ensure the designated individual(s) is prepared for any meetings, presentations, talks, seminars, conferences and discussions.
• Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve or refer to appropriate individual or department.
• Resolve conflicting diary appointments and schedules when organising events, meetings etc.
• High level diary management skills, including arranging and coordinating meetings and appointments, prioritising and rearranging.
• Manage, organise and support the planning of complex meetings, events and conferences, including delegating duties as necessary, venue booking, arranging equipment and refreshments, preparing packs and registering attendees.
• Summarise correspondence, reports and compile letters, both routine and ad hoc, ensuring that deadlines are met.
• Develop manage and maintain office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable.
• To be able to work effectively as part of a team
• Experience and knowledge in the use of advanced MS Office suite and particularly MS Outlook, Word, Excel and Visio
• Advanced keyboard skills and knowledge of telephony systems and general office equipment

Desirable criteria

• Manage incoming telephone calls and enquiries and ensure appropriate action is taken.
• Set up and maintain internal and external distribution lists.

Mental Effort
Essential criteria

• Able to concentrate for prolonged periods with regular interruptions
• Daily detailed IT and computer use
• Resilient to change

Working conditions
Essential criteria

• Required to use VDU for most of the day.

Desirable criteria

• Able to travel to other sites when required. Must have the ability to respond promptly to the need to travel and be flexible in terms of prioritisation of tasks and developments.

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.