NHS AfC: Band 4

Sussex Community NHS Foundation Trust (SCFT) is the largest community healthcare provider in Sussex.

• Over 8,400 full time, part time and bank staff members
• Medical, nursing and therapeutic care provided to over 10,000 children and adults a day
• July 2018 Care Quality Commission (CQC) rating of 'Good' with 'Outstanding' features
• Flexible working patterns offered across all services
• Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
• Accredited Level 3 Disability Confident Leader

SCFT is an inclusive employer that promotes equality and challenges discrimination, and welcomes applications from people of all backgrounds. Applications from Black, Asian and Minority Ethnic (BAME) candidates, disabled candidates and LGBT+ candidates are particularly encouraged, to ensure the Trust's workforce reflects the diverse communities it serves.

Job overview

An exciting opportunity has arisen for an experienced and motivated senior administrator to join our West Sussex 5-19 Healthy Child Programme. You'll be responsible for overseeing the day to day operations of the admin team, whilst being engaged in service development for administrative processes helping to maximise efficiency and ensure good patient experience and practice.

As a team player with proven experience you will lead, coach and supervise the administration team to ensure a high quality, accurate and timely service provision, ensuring that the administration team are fully trained in processes relevant to their position and addressing gaps in training.

We're looking for a motivated team player with the ability to manage their own workload, demonstrate attention to detail, utilise their efficient organisation skills and work autonomously. They will be self-motivated and able to work effectively, in what can at times be a pressurised environment.

Provide assistance to the leadership team regarding diary management, meeting scheduling and preparation and assistance with project work as required therefore advanced Microsoft office skills are essential.

Main duties of the job

To be responsible for overseeing the day to day operation of the Administration Team including contact with the wider HCP, patients, GPs and other referrers, ensuring the service ethos of patient first, provision of excellent patient care and care of staff is evident at every contact.
To ensure the Administration Team are fully trained in the processes relevant to their position overseeing and addressing any gaps in training and organising refresher training where necessary.

Provide regular supervision of staff within the Administration Team and be
responsible for their employee life cycle including elements such as induction, training, and ongoing development.

Undertake duties using a range of systems including procurement, Electronic Staff Records (ESR), System One, Datix and Duty rotas . Maintain up to date knowledge of system use, communicate changes and ensure administration team competence. Oversee administration of administrator sickness forms and inputting absence data accurately onto ESR.

Working for our organisation

Positive 2021 NHS Staff Survey results
The Care Quality Commission (CQC) rates our quality of services as good with outstanding features
Stunning locations in Sussex, surrounded by the South Downs and the coast
A great working environment in the community, in patients' homes and our
community hospitals
Excellent training and development opportunities
Real Living Wage Employer, with great rates of pay
Flexible working options, including job sharing, annualised hours, career breaks, parental leave and adoption leave
Supportive team environments
Cost-effective and convenient workplace nurseries
Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
Accredited Level 3 Disability Confident Leader, committed to creating inclusive workplaces

SCFT is an inclusive employer that promotes equality and challenges discrimination, and welcomes applications from people of all backgrounds. Applications from Black, Asian and Minority Ethnic (BAME) candidates, disabled candidates and LGBT+ candidates are particularly encouraged, to ensure the Trust's workforce reflects the diverse communities it serves.

In return we can offer you:

Dedicated career pathways and great opportunities for continuing professional development
A supportive learning environment
Commitment to supporting your wellbeing
NHS Pension Scheme
NHS discounts and salary sacrifice schemes

Detailed job description and main responsibilities
You will manage, develop, and initiate HCP administrative systems and procedures and ensure compliance across team administrators

You will provide systems administration including support for use and maintenance of SystmOne electronic record keeping, setting up and overseeing electronic rotas such as duty rotas, clinic rotas. Support offered will be both virtual and when required face-to-face for HCP Team Leads, clinicians and administrators, as directed by the Team Lead and/or Senior HCP Management Team.

You will provide training, supervision, and support to HCP team administrators and support the HCP service with quality improvement initiatives and help develop tools to aid planning and monitoring of service developments

The post is for 22.5 hours, which can be worked flexibly. You will be based at one of our West Sussex bases, the location of which can be discussed and agreed at interview. This post does include travel, within your working hours, across West Sussex to support the wider admin team and for training and development purposes as required. If you would like to discuss this further then please contact us on the details below.

Person specification

Qualifications
Essential criteria

• Educated to GCSE level in Maths and English, or equivalent (pref Grade A-C)

Desirable criteria

• Hold a NVQ Level 3 or equivalent business administration qualification.
• ECDL

Experience
Essential criteria

• Previous substantive administration with diverse callers and visitors
• Excellent computer literacy including advanced use of MS Office
• handling personally or commercially sensitive information
• Experience of working within a team
• Knowledge and experience implementing and/or working within organisational policies

Desirable criteria

• developing admin/ offuce procedures
• Knowledge of contract and service level agreements
• Working within a NHS/Health setting

Skills and knowledge
Essential criteria

• Good communication skills, written and verbal, across all ranges of staff
• Strong organisational skills, ability to work to deadlines, prioritise tasks, manage own workload
• Contributes constructive feedback to drive continuous service improvement
• Demonstrate ability to provide leadership to a team of Administrators
• Ability to use own initiative with routine matters and enquiries and utilise problem solving skills
• Ability to create and maintain clear, accurate and precise documentation
• Good time management skills
• Demonstrate a calm and constructive approach to dealing with unpredictable situations

Other requirements
Essential criteria

• Ability to travel across West Sussex

This post may close earlier than the published closing date if sufficient applications are received.

Correspondence relating to this vacancy will be conducted electronically. If you have not heard from us within two weeks please assume that your application has been unsuccessful on this occasion. Please ensure that you check your emails, including your junk folder, on a regular basis. References will be requested electronically as well; please ensure you provide correct contact details for referees.

Employer certification / accreditation badges
Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• Band 4 senior administrator HCP -JD and PS ( PDF , 765.9 KB )
• Band 4 senior administrator HCP -JD and PS ( PDF , 765.7 KB )
• Staff Benefits Brochure ( PDF , 484.5 KB )