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

Are you a looking for a new opportunity? To expand your knowledge and experience in mental health?

Perhaps you're looking for a change?

Are you passionate about working with adults with mental health problems?

We are a secondary mental health community team accepting referrals from the Eastbourne, Seaford and Hailsham catchment area. Our Multi-Disciplinary Team (MDT) consists of Senior Nurse Practitioners, RMN's & RGN's, Psychology, Occupational Therapy, Operational Leads, Pharmacy, Consultant Psychiatry, Graduate Mental Health Practitioners and support workers.

An exciting opportunity has arisen for a 12-month fixed term contract for a full-time Administration Clinic Co-ordinator, to cover current post-holder's maternity leave, in the Community Mental Health Service based at St Mary's House in Eastbourne.

You will work as part of a multi-disciplinary team to deliver an effective and competent level of clerical support and consistently promote good customer service and effective working relationships within the team. You will have daily liaison with a wide range of staff at all levels, contact with people who use the service and their carers. The team is fast paced, friendly and dynamic, we are committed to providing excellent care to our Service Users and are keen to welcome new staff and develop their skills and interest in this field.

Main duties of the job

The be successful in this role you need to be enthusiastic, efficient, adaptable to the needs of the service and determined to add value to the organisation.

You will be comfortable networking and communicating with a large team, including clinicians, senior managers, patients and other agencies. You will need to be flexible and adaptable to changing and challenging situations. Confidentiality needs to be maintained at all times.

Experience working in an administrative environment is essential. You should be committed to team working, be self-motivated and have excellent administration and communication skills. The ability to work independently as well as part of a team, to prioritise and organise your own work effectively in a busy, fast paced environment is essential.

A good knowledge of IT systems, including Word, Excel and Outlook is essential. Experience of using a database is desirable but training is available.

Aspects of this role include, liaising with clinicians, service users and their carers. Ensuring the spreadsheets are kept up to date with service users Long Acting Injection history and Clozapine bloods, prescription folders are all compliant and in-date. That clinical equipment is ordered as required and prescriptions sent to pharmacies.

Working for our organisation

You will be joining an organisation rated 'good' overall by the Care Quality Commission and 'outstanding' for caring. We are always trying to improve. We listen to and learn from feedback. We carry out healthcare research and put it into practice. We develop new ways of providing services in partnership with others and help staff develop through education and training. We also believe it's important to learn from when things go wrong and to encourage staff to speak out about anything they are concerned about.

The Trust provides mental health and learning disability care for all ages across Sussex and for children and young people in Hampshire.

We'd love you to join our Trust, rated 'good' overall and 'outstanding' for caring by the CQC. Our staff agree, recent staff survey results told us that 82% recognise that care for patients is our top priority.

Key staff survey results include:

• 70% highlighting flexible working opportunities as a key point for satisfaction at work
• 79% reporting feeling able to make suggestions to improve the work in their team.
• 77% identifying the opportunities to show initiative in their roles
• 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

Detailed job description and main responsibilities
Post holder will be part of a large team

• To provide comprehensive and efficient support to the clinical team.
• Liaise with other directorates and staff at all levels, both internally and externally.
• Ensure that medical equipment is ordered regularly to ensure sufficient stock.
• Ensure that relevant details on spreadsheets are kept up to date.
• Ensure that all information is handled in a confidential manner, in line with the relevant policies.
• To be responsible for digitally creating, retrieving and filing notes.
• To be responsible for maintaining comprehensive filing and database systems.
• To establish and maintain office systems.
• To organise transport, interpreters and other services for services users as and when necessary.
• To undertake photocopying as required.
• To provide reception services when required.
• To accurately record messages and information from any callers and initiate appropriate procedures, maintaining effective channels of communication.
• To act as contact point for members of the team during office hours.
• To assist in the induction and training of new staff.
• To provide cover for other administrative staff if required.
• To assist in room allocation as required.
• To participate in the Trust's supervision and appraisal system.
• Any other relevant duties required.

Person specification

Qualifications
Essential criteria

• Good standard of secondary education; GCSE at Grade C or above or equivalent

Desirable criteria

• NVQ 3 or equivalent

Knowledge / Experience
Essential criteria

• Experience of working as part of a team
• Experience of maintaining office systems

Desirable criteria

• Experience of working with the NHS

Skills
Essential criteria

• Awareness of the importance of confidentiality
• Ability to communicate effectively
• Knowledge of Microsoft Word, Excel and Outlook

Desirable criteria

• Experience of using database systems

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.