Job summary
To work as part of the trust-wide AHP Professional Leadership Team to provide a proactive secretarial/administrative service, dealing with first line enquiries and delivering a range of administrative support that is carried out to a high standard.
Professional Leadership Team, including:
- Associate Director for Allied Health Professionals
- Deputy Associate Director for Allied Health Professionals
- PA to Associate Director for Allied Health Professionals and Deputy Associate Director for Allied Health Professionals
- Area Heads of AHPs and Governance
- Professional Lead for Physiotherapy
- Professional Lead for Occupational Therapy
- Professional Lead for Speech and Language Therapy
- Professional Lead for Paediatric Occupational Therapy, Physiotherapy
- Professional Lead for Paediatric Speech and Language Therapy
- Professional Lead for Podiatry
- Professional Lead for Dietetics
- Trustwide Falls LeadCommunicating regularly and developing working relationships with trust-wide senior staff on behalf of the Associate Director of Allied Health Professionals, Deputy Associate Director of Allied Health Professionals and Area Heads of AHPs and Governance. Internal communications: conveying complicated, complex and sensitive administrative information to staff from other departments and external contacts. To contribute to the service planning and development group in relation to administration systems and procedures. Participating in the Trust supervision and appraisal strategy.
Main duties of the job
To manage and priorities workload on a daily basis and deal with the competing demands of the team
To work independently using own initiative to provide a proactive administration service, providing cover and support within the team to ensure efficient continuation of service
To act as the first point of contact for the team, in person, by telephone, over email and by post (including managing multiple shared team email inboxes)
Undertake administrative induction for new staff, including the processing and issuing of network accounts, uniform, mobile phones, smartcards, annual leave calculations
To provide a central administration point for managers to source information regarding staff in post (position numbers, professional registration etc)
Provide a reception role for the team and assisting with the interview process (photocopying documents and filing documents etc)
To process and sign off weekly timesheets for Bank staff using HealthRoster and maintain associated internal records
Processing contract details amendment, termination and personal amendment forms, including maternity/paternity leave, fixed term contracts and secondments and alerting managers of forthcoming expiry dates
To use non-routine systems such as Business Intelligence reporting software to extract and analyse staffing data.
About us
We are the main provider of NHS community services across East and West Sussex. Our 6,000 staff serve a population of 1.3 million providing essential medical, nursing, and therapeutic care to adults and children.
Our Trust vision is to provide excellent care at the heart of the community, helping people plan, manage, adapt to changes in their health, supporting avoidable hospital admissions and reducing hospital stay times.
We have opportunities for everyone across our wide variety of services including medical, clinical, support and corporate services.
Why work for us?
- Positive 2023 NHS Staff Survey results, scoring highly in compassionate culture & leadership, and staff wellbeing support
- Variety of working environments across the community, in patients' homes, within our community hospitals and bases across the county
- Supportive flexible working patterns such as: part time, flexi time, annualised hours, and flexi retirement options
- Excellent training and development opportunities
- Research opportunities
- Cost-effective workplace nurseries in Crawley, Hove and Brighton
- Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
- Level 3 accredited Disability Confident Leader, committed to creating inclusive workplaces
- Veteran Aware Trust, achieving accreditation from Veterans Covenant Healthcare Alliance (VCHA)
- Located in stunning Sussex, with easy access to the South Downs and the coast
- Access to a wide range of benefits and discounts for NHS staff
Job description
Job responsibilities
To support the day-to-day administrative needs of the AHP Professional Leadership Team, managing conflicting demands including ongoing and ad-hoc tasks
To provide a first line enquiry service for staff, external agencies and clients
To order and maintain adequate levels of stationery and equipment as required by the team
To maintain expected standards of office safety and security
To coordinate a range of team meetings with internal and external staff (including booking venues; preparing and circulating meeting papers; taking notes; writing up formal minutes; and following up on actions) and to manage diaries for team as required
Receive and sort internal and external mail and deal with each appropriately
To deal with letters to patients if required
To support the induction of new junior staff/trainees by demonstrating administrative duties according to departmental procedures and policies
To provide cover for the PA to Associate Director for Allied Health Professionals during sickness and annual leave absence
To participate in audits, surveys or other research as necessary to role
To be responsible for maintaining and designing a range of complex databases, and to analyse, present and communicate data to colleagues
To provide administrative support for a range of internal training programmes (maintaining booking records; updating staff learning records; gathering/analysing feedback; suggesting and implementing changes to service delivery)
To log, escalate and follow up IT, Estates and HR issues on behalf of team using appropriate trust-wide systems
Keeping office systems up-to-date, devising and maintaining efficient filing, clerical and office systems (ensuring the maintenance of accurate and secure records adhering to the Trusts Data Protection policy)
Maintaining confidentiality and adhering to information governance protocols when dealing with personnel, staff and patient issues and sensitive Trust information
Ordering PPE, stationery, consumables and services using Trust finance systems and liaising with colleagues in Purchasing and Finance and external suppliers to reconcile invoices
Ordering (and maintaining records of) medical devices according to Trust procedures and policies.
Word processing of reports and correspondence, including amending and tidying documents and work prepared by others, drafting routine correspondence for approval by senior staff, and without reference sending out routine correspondence using software packages as appropriate (e.g. Word, Excel, PowerPoint and Outlook) plus newsletter publication and management of social media accounts where appropriate
Organisation chart
Associate Director for Allied Health Professionals
PA to Associate Director for Allied Health Professionals and Deputy Associate Director for Allied Health Professionals
Administrative Assistant to the AHP Leadership Team
The post holder may have tasks or responsibilities delegated to them, appropriate to their level of competence. They may also be expected to delegate tasks or responsibilities to other staff, as appropriate.
The Delegation Policy sets out the expectation of staff regarding the safe delegation of clinical care and therapeutic interventions to unregistered practitioners and support workers.
Job description
Job responsibilities
To support the day-to-day administrative needs of the AHP Professional Leadership Team, managing conflicting demands including ongoing and ad-hoc tasks
To provide a first line enquiry service for staff, external agencies and clients
To order and maintain adequate levels of stationery and equipment as required by the team
To maintain expected standards of office safety and security
To coordinate a range of team meetings with internal and external staff (including booking venues; preparing and circulating meeting papers; taking notes; writing up formal minutes; and following up on actions) and to manage diaries for team as required
Receive and sort internal and external mail and deal with each appropriately
To deal with letters to patients if required
To support the induction of new junior staff/trainees by demonstrating administrative duties according to departmental procedures and policies
To provide cover for the PA to Associate Director for Allied Health Professionals during sickness and annual leave absence
To participate in audits, surveys or other research as necessary to role
To be responsible for maintaining and designing a range of complex databases, and to analyse, present and communicate data to colleagues
To provide administrative support for a range of internal training programmes (maintaining booking records; updating staff learning records; gathering/analysing feedback; suggesting and implementing changes to service delivery)
To log, escalate and follow up IT, Estates and HR issues on behalf of team using appropriate trust-wide systems
Keeping office systems up-to-date, devising and maintaining efficient filing, clerical and office systems (ensuring the maintenance of accurate and secure records adhering to the Trusts Data Protection policy)
Maintaining confidentiality and adhering to information governance protocols when dealing with personnel, staff and patient issues and sensitive Trust information
Ordering PPE, stationery, consumables and services using Trust finance systems and liaising with colleagues in Purchasing and Finance and external suppliers to reconcile invoices
Ordering (and maintaining records of) medical devices according to Trust procedures and policies.
Word processing of reports and correspondence, including amending and tidying documents and work prepared by others, drafting routine correspondence for approval by senior staff, and without reference sending out routine correspondence using software packages as appropriate (e.g. Word, Excel, PowerPoint and Outlook) plus newsletter publication and management of social media accounts where appropriate
Organisation chart
Associate Director for Allied Health Professionals
PA to Associate Director for Allied Health Professionals and Deputy Associate Director for Allied Health Professionals
Administrative Assistant to the AHP Leadership Team
The post holder may have tasks or responsibilities delegated to them, appropriate to their level of competence. They may also be expected to delegate tasks or responsibilities to other staff, as appropriate.
The Delegation Policy sets out the expectation of staff regarding the safe delegation of clinical care and therapeutic interventions to unregistered practitioners and support workers.
Person Specification
Qualifications
Essential
- General standard of education to GSCE level or equivalent
- NVQ level 3 or equivalent (health and social care or business administration) or be willing to undertake
Skills and Knowledge
Essential
- Able to work effectively as individual but also as part of larger team
- Able to communicate effectively with customers, carers and health and care specialist services and colleagues
- Able to use of IT systems and keyboard skills including accurate data recording skills
- Able to use time effectively and prioritise work through good organisational skills
Experience
Essential
- Recent secretarial or administrative experience
Desirable
- Experience of working in a health or social care setting
- Experience of data inputting, databases, spreadsheets
Other
Essential
- Willingness to undertake training to develop within the role
Person Specification
Qualifications
Essential
- General standard of education to GSCE level or equivalent
- NVQ level 3 or equivalent (health and social care or business administration) or be willing to undertake
Skills and Knowledge
Essential
- Able to work effectively as individual but also as part of larger team
- Able to communicate effectively with customers, carers and health and care specialist services and colleagues
- Able to use of IT systems and keyboard skills including accurate data recording skills
- Able to use time effectively and prioritise work through good organisational skills
Experience
Essential
- Recent secretarial or administrative experience
Desirable
- Experience of working in a health or social care setting
- Experience of data inputting, databases, spreadsheets
Other
Essential
- Willingness to undertake training to develop within the role
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
