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Bank Team Administrator

Employer
Sussex Partnership NHS Foundation Trust
Location
Ashurst
Salary
£11.19 pa
Closing date
8 Jul 2022

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Sector
Healthcare
Function
Administration
Contract Type
Permanent
Hours
Full Time

Job Details

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

T

This is an exciting opportunity to join the bank for Hampshire CAMHS with available administrator bank vacancies covering nearly all sites across the service. These include the Aldershot, Basingstoke, Eastleigh, Havant, Fareham, New Forest, Winchester and Test Valley and Early Help/Single Point of Access teams.

Do you have excellent communication, administrative and organisational skills, and do you have the ability to work on your own initiative and to maintain a calm approach under pressure? If you do, then this could be the job for you!

Flexibility, problem solving skills, a confidential approach and a desire to make a difference are all vital for this role, and to consistently deliver a client focused service, promoting good customer service and effective working relationships.

The successful candidate would need to have an excellent working knowledge and skills in the use of Word and Excel, which will be tested at interview.

Main duties of the job

The successful candidate would need to promote excellent customer service and effective working relationships. Have NVQ Level 3 in Business & Administration/RSA 3 or equivalent experience and would need to have a good working knowledge of Word, Excel and Outlook.

Experience of working in an administrative environment and of dealing with confidential and sensitive issues is required.

Experience of working in a healthcare setting and knowledge of medical terminology would be an advantage.

Working for our organisation

This is an exciting, challenging, very busy and vital Child and Adolescent Mental Health Service, offering mental health services to young people up to the age of 18. Our teams are based in various localities within Hampshire. This particular role will be based in Aldershot, covering the Aldershot and Basingstoke areas.

This is a great Service to work in, no two days will be the same, our teams are hard-working, inclusive and supportive.

We offer development opportunities for our admin professionals through training and secondments and we hold annual admin professionals' conferences.

Our focus is on staff wellbeing, we have regular 1-1 meetings where we can discuss things confidentially and we encourage peer support and training.

We have our own admin microsite on the staff intranet and we send out quarterly admin newsletters. We keep in touch, even in these Covid-19 times whilst working remotely, via daily huddles and Skype chats to enable us to stay connected with each other.

Detailed job description and main responsibilities
Job Outline

To provide a comprehensive range of administrative services to the team. To liaise with other departments and services and to respond effectively to enquiries from the general public, service users, referrers and other agencies.

To consistently deliver a client focussed service that promotes good customer service and effective working relationships.

To provide a comprehensive range of administrative services to the team. To liaise with other departments and services and to respond effectively to enquiries from the general public, service users, referrers and other agencies.

To consistently deliver a client focussed service that promotes good customer service and effective working relationships.

Administration
  • To provide comprehensive and efficient administrative support to the team; this will include handling all aspects of correspondence, including processing referrals and dealing with telephone enquiries.
  • Liaise with other directorates and staff at all levels and with external agencies.
  • To act as a contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons involved.
  • To open and process incoming and outgoing mail for the team.
  • To be responsible for scanning and uploading documents into Carenotes, accurately onto the correct tab and in a timely manner.
  • To provide reception services, receiving visitors on behalf of the department, dealing sensitively with people, in person and on the telephone, taking accurate messages and providing follow up action as required, using appropriate initiative.
  • To accurately record messages and information from any callers in a timely manner and to initiate appropriate procedures, maintaining effective channels of communication.
  • To support team events, booking venues, arranging catering, equipment requirements and producing delegate packs and presentation materials when required.
  • To be responsible for raising requisitions in Oracle and monitoring invoices.
  • To issue petty cash for reimbursement of costs, in line with the Trust policy, following the appropriate systems and processes.
  • To be responsible for managing the diaries of the team and prioritising competing needs.
  • To be responsible for initiating and sending out, without reference, routine correspondence and a variety of self-help information,
  • To be responsible for the preparation of non-routine papers.
  • To produce from audio, hand written and electronic notes word processed letters and reports to a high standard of presentation and accuracy using appropriate Trust templates, in line with Trust guidelines. Some letters and reports may contain very distressing content.
  • Ensure that data is stored accurately and correctly in line with relevant Trust policies.
  • To be responsible for creating, retrieving and filing notes.
  • Ensure that all information is clear and is handled in a confidential manner, in line with the relevant Trust policies.
  • To be responsible for maintaining clear and accurate filing and database systems.
  • To establish and maintain efficient office systems and processes.
  • Organise and facilitate relevant meetings, preparing agendas, taking minutes.
  • To organise transport, interpreters and other services for service users as and when necessary.
  • To undertake photocopying, faxing, post and filing as required.
  • To assist in room allocation.
  • To ensure compliance with departmental policies and procedures with regard to the security of the building.

All staff are required to:
  • Abide by the standards of behaviour expected by their professional body and the standards of behaviour expected of all staff in the Trust disciplinary policy and procedure.
  • Adhere to all Trust policies and procedures and are responsible for making themselves aware of these policies and procedures.
  • Treat information relating to service users, employees and businesses of the Trust in the strictest confidence. Under no circumstances should such information be discussed with any unauthorised person(s) or organisations. At all times employees are required to comply with the provisions of the Data Protection Act.
  • Maintain their own awareness of, and comply with, policies and procedures relating to Health and Safety (whether statutory or Trust), and assist in ensuring the compliance of other staff.
  • Support the Trust's visions and values and in particular the promotion of a positive approach to diversity, equality, rights, and treating others with dignity and respect; to eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or comply by adhering to the Trust's Equality and Diversity Policy.
  • Demonstrate the core principles of safeguarding and protection of Human Rights; treating people with dignity, fairness, equality, respect and autonomy.
  • Develop and maintain positive relationships with all colleagues, taking account of their age, religion or belief, ethnicity, sex, marital or civil partnership status, sexual orientation, gender identity, pregnancy or maternity status and any disability. Ensure that they are approachable and that their conduct towards colleagues is open and honest, dealing with differences in opinion, in ways which avoid offence.
  • Take responsibility for the safeguarding and protection of children and young people and vulnerable adults very seriously, as does The Trust. The Trust works with adult and children's social care to ensure that the integrated service has systems in place to equip staff with the knowledge and skills to recognise abuse, and take action to safeguard and protect vulnerable adults and children and young people. It is expected that all staff 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.

Person specification

Qualifications, Knowledge, Skills & Experience
Essential criteria
  • Good standard of secondary education; GCSE at Grade C or above, or equivalent
  • NVQ 3 in Business & Administration or evidence of equivalent practical experience
  • Proven experience of a range of administrative procedures
  • Experience of producing documents to a high standard of presentation with good accuracy
  • Experience of working as part of a team
  • Ability to communicate effectively and to promote a positive impression of the service
  • Awareness of the importance of confidentiality - ability to work within appropriate boundaries
  • Ability to be able to plan workload, manage diaries, organise appointments
  • Ability to work on own initiative and prioritise own workload
  • Ability to work to tight deadlines and deal with conflicting demands
  • Knowledge and experience of using Microsoft Word, Excel, Outlook and Data Bases

Desirable criteria
  • Experience of working within the NHS

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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