Team Administrator

Our busy admin hub has a vacancy for an enthusiastic and experienced administrator to join our team, based in either Haywards Heath or Horsham. The admin hub supports various clinical teams within the Community Care division making this a varied role that is integral to good service delivery. Acting as a key point of contact for clinical services you'll need to be organised while keeping calm but don't worry, our friendly team support one another to ensure that patients, other members of the public, external stakeholders and colleagues within the Trust receive a courteous and supportive response to a range of queries and requests for information. You will play a key role in organising and supporting casework reviews and other multi-agency meetings. Accurate typing skills, a calm telephone manner, attention to detail and great communication is required to ensure that patient records are kept up to date and secure while you respond to queries and requests for advice. You'll need to work independently and unsupervised while working collectively as a team with the other hub administrators. We work Mondays to Fridays during office hours., + Accurate processing of reports and letters, including amending and tidying documents and work prepared by others, drafting routine correspondence for approval by Managers and nursing staff, and without reference sending out routine correspondence using software packages as appropriate, e.g. Word, Excel, PowerPoint and Outlook

• Maintain databases and processing forms, keeping office systems up-to-date.
+ Devise and maintaining efficient filing, clerical and office systems, and provide general secretarial support within the team
• Provide cover and support within the team to ensure efficient continuation of service
• Deal with incoming mail, personnel and staff enquiries and deal or re-direct as necessary
• Maintain confidentiality at all times when dealing with personnel, staff and patient issues and sensitive Trust information, Act as a key point of contact for clinical services. Ensure that patients, other members of the public, external stakeholders and colleagues within the Trust receive a courteous and supportive response to a range of queries and requests for information. Play a key role in supporting clinical teams in the organisation and management of their patient caseloads. Ensure that patient records are kept up to date and secure and respond to queries and requests for advice from the administrative support team.
2. Communication and working relationships a) Work closely with the Admin Team Lead for the Administrative Hub to support them in developing and running an efficient and responsive administrative support function. b) Acts as a key point of contact between the service and other corporate support services, such as Estates & Facilities, HR, Finance and Governance for issues such as site visits, processing orders and invoices. c) Communicates with administrative support colleagues in other agencies and health care organisations to organise meetings. d) Liaise and deal in a professional and helpful manner with patients, staff and other departments or agencies by telephone, taking messages, referring other issues as appropriate and answering routine enquires. e) Provide a reception role for the building and supporting the Admin Team Lead with recruitment by photocopying and scanning candidate documents. 3. Main tasks a) Provide administrative support to a number of clinical services, processing referrals, managing patient information, making appointments, writing and managing correspondence. b) Arrange routine meetings and produce, for approval, reports, charts and data analysis as required. Prepare agendas and take minutes of meetings as required. c) Be a point of contact for patients and professionals, providing a route of communication to the clinical teams and share information about the service as necessary. d) Maintain and develop filing systems and information storage for services. e) Assist the clinical services and undertake ad hoc tasks as required. f) Provide support to other members of the Administration Hub, covering workloads and undertake additional tasks as required. g) Process purchase orders and order stationery, IT equipment, uniforms and other items as requested by clinical teams and senior management. h) Record bank workers shifts on Health Roster and finalise where appropriate. 4. Main responsibilities a) Provide a proactive and thorough administration function to clinical teams, managing referrals in, appointments, patient and professional correspondence, frontline communication via phone and email. b) Develop knowledge of primary clinical service, understand and contribute to the development of efficient processes, and able to provide correct information to patients and external stakeholders as necessary. c) Prepare visually appealing reports, documents and letters, and work prepared by others, formatting as required. Draft routine correspondence for approval by Managers and nursing staff, and without reference send out routine correspondence using software packages as appropriate, e.g. MS Word, Excel, PowerPoint and Outlook. d) Organise and maintain databases and processing forms, keeping office systems up-to-date. Devise and maintain efficient filing, clerical and office systems, and provide general secretarial support within the team. e) Provide cover and support within the team to ensure efficient continuation of service. f) Deale with incoming mail, personnel and staff enquiries and deal or re-direct as necessary. g) Maintain confidentiality at all times when dealing with personnel, staff and patient issues and sensitive Trust information. 5. Organisation chart Operational Team Lead Admin Hub Team Lead Team Administrator a) 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. b) 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. At the heart of how we operate is our Trust values: + Compassionate Care + Working Together, + Achieving Ambitions + Delivering Excellence Our values are fundamental to the high-quality care we provide to the people who need us. We are proud to be a community that cares, delivering our services as a team whilst supporting our employees as individuals. We are committed to being an inclusive employer that actively promotes equality and challenges discrimination. We embrace and celebrate diversity, encouraging applications from individuals of all backgrounds. We particularly welcome applications from candidates with an ethnically diverse heritage, those with disabilities, and individuals identifying as part of the LGBTQIA+ community. Our aim is to grow a workforce that reflects the diversity of the communities we serve. We strive to create an environment where every individual is valued and respected. Our recruitment process is designed to support candidates who require reasonable adjustments and to accommodate the needs of applicants. This post may close earlier than the published closing date if sufficient applications are received. Correspondence relating to this vacancy will be conducted electronically, please ensure you check your emails, including your junk folder. If you have not heard from us within two weeks please assume your application has been unsuccessful on this occasion.

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

+ Supportive flexible working patterns such as: part time, flexi time, annualised hours, and flexi retirement options + Excellent training and development opportunities + Cost-effective workplace nurseries in Crawley, Hove and Brighton + EMBRACE, Disability and Wellbeing, LGBTQIA+ and Religion Spirituality 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