Job summary
An exciting opportunity has arisen for an excellent kind, compassionate and caring admin professional to work as a Team Administrator and Call Handler for a large NHS Mental Health Trust in Southeast England, Sussex Partnership NHS Foundation Trust.
We pride ourselves with the service we provide and want patients and staff to recommend our organisation as a place where they would be happy for their friends and family to be treated. You can help us do this by bringing your skills, experience and commitment to Sussex Partnership.
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.
An excellent opportunity has arisen within the East ATS service at Brighton General Hospital. We are looking for an experienced Team Administrator/Call handler to join us in supporting our clinical teams working with adults experiencing mental health difficulties. This is a part time post which will ideally cover Monday, Tuesday, Thursday and Friday.
Main duties of the job
You must be able to work as part of a multidisciplinary team. Effective communication skills and a commitment to caring for patients in the community must be demonstrated. We are based at Brighton General Hospital on the 1st floor. You will work as part of a multi-disciplinary team providing a full administration service including:
- To provide effective and excellent attention to detail and administration support to the clinical service including typing, telephone/email communications, scheduling appointments, scanning & uploading, ordering stationery and some minute taking.
- To support admin colleagues with a high volume of telephone calls into the team from service users, carers, GP's and may other outside agencies some of which can be complex and distressing.
- Communicating sensitively with people, both on the telephone and in person, taking accurate messages and relaying them to the appropriate people and/or taking follow up action as required using appropriate initiative.
- Monitoring of the admin inbox account and allocation of room bookings.
- Minute taking - Safeguarding/Best Interest and Professionals Meetings and weekly Team Meetings.
- Develop working relationships with key people across the service and play a pivotal active role in supporting the wider team with administrative tasks.
About us
We are a large NHS Mental Health Trust in Southeast England. We're looking for people to help us provide high quality services for the patients, carers and local communities we serve.
We want patients and staff to recommend our organisation as a place where they would be happy for their friends and family to be treated. You can help us do this by bringing your skills, experience and commitment to Sussex Partnership.
To protect the health and safety of our staff/workers, patients, and those attending our sites, we encourage our workforce to get fully vaccinated against COVID but this is not compulsory
Job description
Job responsibilities
AdministrationTo provide comprehensive and efficient secretarial support to the team; this will includehandling all aspects of correspondence (letter and email), including processing Triage referrals and dealing with a high volume of telephone calls for service users, carers, GP Surgeries and external agencies.
Liaise with other directorates and staff at all levels, both internally and externally.Ensure that all documents and correspondence are uploaded correctly.To produce from audio and handwritten 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.
Ensure that all information is handled in a confidential manner, in line with the relevant Trust Policies.To be responsible for maintaining comprehensive filing and database systems.To establish and maintain office systems, including bring forward systems for the department.To organise transport, interpreters and other services for service users as and when necessary.To issue petty cash for reimbursement of travel costs, in line with the Trust policy, following the appropriate systems.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.
Toliaise with external agencies.Toundertake photocopying, Uploading, post and filing as required.Toassist in room allocation and re-ordering stationery.Toensure compliance with departmental policies and procedures with regard to the security of the building.Toprovide cover for other secretarial and administrative staff.
Call Handler
Receive and manage a high volume of complex and sometimes distressing incoming telephone calls from service users, GPs and other agencies. You will signpost and liaise with clinicians to ensure calls are managed and dealt with appropriately.
Induction
To participate in the Trusts induction programme completing all mandatory training.
Tobe allocated a work buddy for your induction into the team
To take part in monthly supervision and yearly appraisals
Job description
Job responsibilities
AdministrationTo provide comprehensive and efficient secretarial support to the team; this will includehandling all aspects of correspondence (letter and email), including processing Triage referrals and dealing with a high volume of telephone calls for service users, carers, GP Surgeries and external agencies.
Liaise with other directorates and staff at all levels, both internally and externally.Ensure that all documents and correspondence are uploaded correctly.To produce from audio and handwritten 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.
Ensure that all information is handled in a confidential manner, in line with the relevant Trust Policies.To be responsible for maintaining comprehensive filing and database systems.To establish and maintain office systems, including bring forward systems for the department.To organise transport, interpreters and other services for service users as and when necessary.To issue petty cash for reimbursement of travel costs, in line with the Trust policy, following the appropriate systems.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.
Toliaise with external agencies.Toundertake photocopying, Uploading, post and filing as required.Toassist in room allocation and re-ordering stationery.Toensure compliance with departmental policies and procedures with regard to the security of the building.Toprovide cover for other secretarial and administrative staff.
Call Handler
Receive and manage a high volume of complex and sometimes distressing incoming telephone calls from service users, GPs and other agencies. You will signpost and liaise with clinicians to ensure calls are managed and dealt with appropriately.
Induction
To participate in the Trusts induction programme completing all mandatory training.
Tobe allocated a work buddy for your induction into the team
To take part in monthly supervision and yearly appraisals
Person Specification
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
Person Specification
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
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).
