Team Administrator

Sussex Partnership NHS Foundation Trust

This job is now closed

Job summary

We are recruiting a Team Secretary/Receptionist with a desire to make a difference, to work hard and to further their knowledge, skill and experience in a supportive and progressive environment.

Your focus in this role will be to provide a comprehensive range of secretarial and administrative services to the Health in Mind team and receptionist duties at one of our community sites.

Main duties of the job

Managing and booking client appointments for a team of clinicians
Managing, prioritising and keeping up to date with your own work load
Dealing with incoming and outgoing calls to clients and health professionals
Responding to incoming emails from clients and health professionals

About us

At Health in Mind, we support people suffering from mild to moderate anxiety and depression. Our interventions are diverse and evidence based, ranging from guided self-help and face-to-face or telephone support to workshop courses.

We can offer you one of the most flexible and accommodating working environments you will find.

The team base is central within the stunning East Sussex countryside though we deliver care from multiple sites. We have multiple community sites across the county and our head office is in Hellingly, however you will be based at one of our community sites following completion of training.

We care about and are committed to the quality of the care we provide. We also take care of our team members to support their own wellbeing. We offer flexible working hours; training opportunities and all team members can involve themselves in projects outside of their day to day roles.

Date posted

30 September 2022

Pay scheme

Agenda for change

Band

Band 3

Salary

£21,730 to £23,177 a year pa

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

354-PC-20412

Job locations

Warwick House

Seaford

BN25 1QX

Job description

Job responsibilities

The Administrator will provide a full secretarial and administrative service, 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 Administrator will be responsible for ensuring the effectiveness of the office environment for the team.

Health and Safety

To ensure Health and Safety standards are maintained and risk is mitigated to the lowest level possible by:

Maintaining good housekeeping standards within own work area immediately reporting hazards and ensuring they are resolved in a timely manne
Bringing to the attention of the relevant party any hazards identified outside of own work area.

Administration

To ensure all administrative support systems are effective by:

To provide an administrative support for your locality
Process incoming paper and electronic referrals
To provide a choose & book system for client appointments
Update Practitioners calendars accordingly
To organise interpreters for clients
Work in accordance with Health in Mind policies and procedures
Supply required data from your locality on a weekly basis
Provide cover for the Health in Mind General Enquiry line
Dealing sensitively with people, in person and on the telephone, taking accurate messages and providing follow up action as required, using appropriate initiative.
Providing regular monitoring and measurement statistics as required
Preparing, printing and distributing standard forms, documents, letters, etc. as required
Undertaking adhoc duties such as photocopying and filing as and when necessary
Assist in the induction and training of new staff
To provide cover for other administrative staff
To participate in Mandatory supervision and Appraisals
To liaise with external agencies
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.

Reception

To provide an efficient, courteous and responsive reception and telephone service to internal and external customers by:

Greeting and assisting visitors including Health in Mind Staff, Service Users, Contractors etc

Directing customers to appropriate point of contact

To assist in room allocation / bookings

Ensuring that reception area is tidy and presentable

Job description

Job responsibilities

Health and Safety

To ensure Health and Safety standards are maintained and risk is mitigated to the lowest level possible by:

Maintaining good housekeeping standards within own work area immediately reporting hazards and ensuring they are resolved in a timely manne
Bringing to the attention of the relevant party any hazards identified outside of own work area.

Administration

To ensure all administrative support systems are effective by:

To provide an administrative support for your locality
Process incoming paper and electronic referrals
To provide a choose & book system for client appointments
Update Practitioners calendars accordingly
To organise interpreters for clients
Work in accordance with Health in Mind policies and procedures
Supply required data from your locality on a weekly basis
Provide cover for the Health in Mind General Enquiry line
Dealing sensitively with people, in person and on the telephone, taking accurate messages and providing follow up action as required, using appropriate initiative.
Providing regular monitoring and measurement statistics as required
Preparing, printing and distributing standard forms, documents, letters, etc. as required
Undertaking adhoc duties such as photocopying and filing as and when necessary
Assist in the induction and training of new staff
To provide cover for other administrative staff
To participate in Mandatory supervision and Appraisals
To liaise with external agencies
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.

Reception

To provide an efficient, courteous and responsive reception and telephone service to internal and external customers by:

Greeting and assisting visitors including Health in Mind Staff, Service Users, Contractors etc

Directing customers to appropriate point of contact

To assist in room allocation / bookings

Ensuring that reception area is tidy and presentable

Person Specification

Qualifications

Essential

NVQ 3 or equivalent
RSA 3 or equivalent experience and evidence of further practical experience or equivalent
Good standard of secondary education; GCSE at Grade C or above or equivalent

Knowledge/Experience

Essential

Proven experience of a range of secretarial procedures
Experience of producing documents to a high standard of presentation with good accuracy
Experience of maintaining office systems
Experience of working as part of a team

Person Specification

Qualifications

Essential

NVQ 3 or equivalent
RSA 3 or equivalent experience and evidence of further practical experience or equivalent
Good standard of secondary education; GCSE at Grade C or above or equivalent

Knowledge/Experience

Essential

Proven experience of a range of secretarial procedures
Experience of producing documents to a high standard of presentation with good accuracy
Experience of maintaining office systems
Experience of working as part of a team

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.

Certificate of Sponsorship

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