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Administration Assistant

Employer
Sussex Partnership NHS Foundation Trust
Location
Crawley
Salary
£20,330 - £21,777 per annum
Closing date
7 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

An excellent opportunity has arisen for an experienced Administration Assistant/Team Secretary to join our Assessment & Treatment Service in Crawley.

The Administration Assistant/Team Secretary will provide a full secretarial and administrative service to Consultant Psychiatrists, having daily liaison with a wide range of staff at all levels and regular contact with people who use services and their carers, who may at times be distressed or angry. The Team Secretary will be responsible for ensuring the effectiveness of the office environment for the team

Main duties of the job

To provide comprehensive and efficient secretarial 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, both internally and externally.
Ensure that all documents and correspondence are filed correctly.
To produce from audio and hand written 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.
To be responsible for initiating and sending out, without reference, routine correspondence and a variety of self help information.
To be responsible for managing the diaries of the team and prioritising competing needs

To be responsible for preparation of non routine papers.
Organise and facilitate relevant meetings, preparing the agenda, taking minutes.

To open and process incoming and outgoing mail for the team.
To prepare presentation materials.

Working for our organisation

The Sussex Partnership NHS Trust offers a competitive pension scheme, generous annual leave entitlement and a full package of other benefits working in NHS brings including regular 1:1 supervision, mental health support and training opportunities.

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.

Covid-19 full vaccination may be a condition of employment for this role, unless an exemption applies. The successful applicant may have contact with vulnerable service users and we will therefore seek proof of being fully vaccinated during the recruitment process.

Detailed job description and main responsibilities
Administration
Make up new files as required, update labelling and information sheets as necessary and file all case notes in an efficient manner.
Ensure that all information is handled in a confidential manner, in line with the relevant policies
o be responsible for creating, retrieving and filing notes.
To be responsible for maintaining comprehensive filing and database systems.
To establish and maintain office systems, including bring forward system for the department.
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 and to initiate appropriate procedures, maintaining effective channels of communication.

To act as 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 liaise with external agencies.
To undertake photocopying, faxing, post and filing as required.
To assist in room allocation and re-ordering stationery.
To ensure compliance with departmental policies and procedures with regard to the security of the building.
To assist in the induction and training of new staff.
To provide cover for other secretarial and administrative staff
To maintain records of sickness/absence/leave for the team.
To participate in the Trust's supervision and appraisal system.

Person specification

Qualifications
Essential criteria
  • GCSE's of C and Above

Desirable criteria
  • NVQ 3 in Business Administration or Equivalent

Knowledge/Experience
Essential criteria
  • Audio Typing
  • Provent experience of working as an adminstrator

Desirable criteria
  • Understanding of Medical Terminology

Skills
Essential criteria
  • Interpersonal Skills
  • Dealing with sensitive conversations with clients
  • Importance of Confidentiality
  • Knowledge of Microsoft

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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