Skip to main content

This job has expired

Team Secretary - Administrator

Employer
Sussex Partnership NHS Foundation Trust
Location
Worthing
Salary
£20,330 - £21,777 pro rata
Closing date
27 May 2022

View more

Sector
Healthcare
Function
Administration
Contract Type
Permanent
Hours
Part 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

Due to a recent vacancy we are looking part-time Team Secretary/Administrator to join our busy Child and Adolescent Mental Health Service based in Worthing, West Sussex. This is an interesting and varied position that would suit an experienced secretary who is looking for a challenging and rewarding role in which finding a balance between team working and utilising initiative is important. The post holder will be motivated and flexible, be able to work well within a team and able to organise their own workload. Good time management skills and being able to prioritise tasks is essential as is having good attention to detail. You will need to demonstrate a professional and confident telephone manner, and be able to liaise effectively with other teams and agencies and members of the public. You will also need to have the ability to deal sensitively with people who may be distressed. This is a busy position and the successful candidate will provide excellent administration and secretarial support to our psychiatrists and clinical team. Duties will include data input, processing of new referrals and typing of clinical letters and reports. Therefore, a good working knowledge and experience of using the Microsoft Word, Excel and Outlook is essential.

Main duties of the job

• Processing incoming referrals, uploading onto our electronic patient record and following processes accurately. • Entering all referrals onto an Excel spreadsheet and actioning outcomes from the referral panel. • Typing and/or formatting letters and reports for doctors and other clinical staff • inputting data onto electronic patient records • Answering telephone calls efficiently and professionally, taking accurate messages and ensuring they are passed on and uploaded to the electronic patient record • Managing Outlook diaries • Contacting families to arrange appointments and sending appointment letters to confirm • Managing Outlook admin inbox • Joining regular meetings and minuting if required • Covering reception - telephone and meet and greet as required • Assisting the clinical team with any queries

Working for our organisation

This is a rewarding and varied job with plenty of responsibility and is an excellent opportunity to develop your skills. In return for your hard work and dedication we can offer you the opportunity to work within a friendly and supportive team. You will receive supervision, strong support from colleagues and we are committed to staff professional development. We also offer and encourage in house development training opportunities. If you are a secretary or administrator with experience of working in a fast-paced environment with changing priorities and have a 'can do' attitude and want to be part of a friendly, dedicated team with a strong commitment to providing safe, effective, quality patient care, then we want to hear from you.

Detailed job description and main responsibilities
This is an interesting and varied position that would suit an experienced secretary who is looking for a challenging and rewarding role in which finding a balance between team working and utilising initiative is important. The post holder will be motivated and flexible, be able to work well within a team and able to organise their own workload. Good time management skills and being able to prioritise tasks is essential as is having good attention to detail. You will need to demonstrate a professional and confident telephone manner, and be able to liaise effectively with other teams and agencies and members of the public. You will also need to have the ability to deal sensitively with people who may be distressed. This is a busy position and the successful candidate will provide excellent administration and secretarial support to our psychiatrists and clinical team. Duties will include data input, processing of new referrals and typing of clinical letters and reports. Therefore, a good working knowledge and experience of using Microsoft Word, Excel and Outlook is essential. the main duties of the position are: • processing incoming referrals, uploading onto our electronic patient record and following processes accurately. • Entering all referrals onto an Excel spreadsheet and actioning outcomes from the referral panel. • Typing and/or formatting letters and reports for doctors and other clinical staff • inputting data onto electronic patient records • Answering telephone calls efficiently and professionally, taking accurate messages and ensuring they are passed on and uploaded to the electronic patient record • Managing Outlook diaries • Contacting families to arrange appointments and sending appointment letters to confirm • Managing Outlook admin inbox • Joining regular meetings and minuting if required • Covering reception - telephone and meet and greet as required • Assisting the clinical team with any queries

Person specification

Qualifications
Essential criteria
  • NVQ3 or equivalent experience
  • RSA 3 or equivalent experience
  • Good standard of secondary education GCSE at grade C or above

Knowledge
Essential criteria
  • Knowledge and experience of secretarial procedures
  • Experience of producing documents to a high standard
  • Experience of generating own correspondence
  • Experience of working as part of a Team
  • Experience of maintaining office systems

Desirable criteria
  • Experience of working in the NHS

Skills
Essential criteria
  • Awareness of the importance of Confidentiality
  • Ability to use good judgement skills when dealing with enquiries and problems
  • Excellent organisational and planning skills; ability to prioritise own workload
  • Ability to work collaboratively within a Team
  • IT skills - knowledge of Microsoft Word, Excel and Outlook
  • Experience of using database systems
  • Ability to deal with multiple, and conflicting, demands
  • Ability to deal with emotionally sensitive and challenging material

Planning & Organisational
Essential criteria
  • Ability to plan workload and manage diaries
  • Planning , organising and facilitating meetings
  • Ability to work on own initiative and prioritise own workload
  • Ability to work to tight deadlines

Mental and Emotional Effort
Essential criteria
  • Ability to deal with conflicts in demands and emotionally sensitive and challenging material

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

Get job alerts

Create a job alert and receive personalised job recommendations straight to your inbox.

Create alert