Job summary
To provide a comprehensive secretarial and administrative service to the Heads of Service, Deputy Heads of Service and Team Leads.
"Please note: Due to recent changes in UK immigration and visa rules, this role is unlikely to be eligible for Skilled Worker visa sponsorship. Applicants who do not currently have the right to work in the UK may not be considered. Candidates requiring sponsorship should review the eligibility criteria on the gov.uk website before applying to assess their eligibility for a Certificate of Sponsorship for this role."
Main duties of the job
a) The post holder will be responsible for managing the diaries and providing administrative support for the service.
b) The post holder will oversee diaries, lead on diary management as required, organise and facilitate relevant meetings, including preparing the agenda, room and IT equipment, booking venues, taking minutes.
c) The post holder will manage and prioritise their own workload and provide cover for other administrative staff during times of leave and unplanned absence.
d) Order stationary and other office supplies.
e) Ensures that electronic or paper, staff and other service records are filed accurately in an easily accessible system and kept secure.
About us
We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.
Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.
Why work for us?o Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeingo Varied environments: community hospitals, patients' homes, and bases across Sussexo Flexible working options: part-time, flexi-time, annualised hours, and flexi-retiremento Excellent training, development, and research opportunitieso Accredited Living Wage Employer, we ensure fair pay for all our staffo Cost-effective workplace nurseries in Crawley, Hove, and Brightono Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networkso Level 3 Disability Confident Leader and Veteran Aware Trust
Our values--Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence--guide everything we do.
We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.
This post may close early if sufficient applications are received.
Job description
Job responsibilities
a) Devising and maintaining efficient and effective secretarial support and providing administrative support to the team.
b) Coordinating team meetings and staff attendance at other key meetings, working with colleagues to prepare agendas and papers in advance and taking and distributing minutes as necessary.
c) Transcribe formal minutes of team meetings, which may include sensitive or confidential information regarding staff details and patient care and distributing as required.
d) Supporting the Heads of Service and Deputy Heads of Service to manage staff training and appraisal logs, always ensuring confidentiality of staff information.
e) To provide administrative support for recruitment, including liaising with agencies and other teams
f) Coordinate Team Leads meetings, working with senior clinical colleagues from several different organisations to resolve conflicting diary appointments and schedules, developing the agenda and papers, and chasing progress on actions.
g) updating the Service Contact Details
h) Formats letters, reports, and presentations to a high standard of accuracy and visual attractiveness.
i) Carry out or organise photocopying.
j) Ensure incoming or outgoing post is processed promptly.
k) Ensure payroll returns, appointment, amendment and termination forms are completed and submitted to ensure staff are paid accurately and service workforce records are up to date.
l) Place orders for stationary and other office supplies. Ensure requisitions and invoices are checked and approved by an appropriate manager.
m) To manage and prioritise workload daily and deal with the competing demands of the Clinical Services Management team.
n) Always maintain confidentiality when dealing with sensitive information.
Job description
Job responsibilities
a) Devising and maintaining efficient and effective secretarial support and providing administrative support to the team.
b) Coordinating team meetings and staff attendance at other key meetings, working with colleagues to prepare agendas and papers in advance and taking and distributing minutes as necessary.
c) Transcribe formal minutes of team meetings, which may include sensitive or confidential information regarding staff details and patient care and distributing as required.
d) Supporting the Heads of Service and Deputy Heads of Service to manage staff training and appraisal logs, always ensuring confidentiality of staff information.
e) To provide administrative support for recruitment, including liaising with agencies and other teams
f) Coordinate Team Leads meetings, working with senior clinical colleagues from several different organisations to resolve conflicting diary appointments and schedules, developing the agenda and papers, and chasing progress on actions.
g) updating the Service Contact Details
h) Formats letters, reports, and presentations to a high standard of accuracy and visual attractiveness.
i) Carry out or organise photocopying.
j) Ensure incoming or outgoing post is processed promptly.
k) Ensure payroll returns, appointment, amendment and termination forms are completed and submitted to ensure staff are paid accurately and service workforce records are up to date.
l) Place orders for stationary and other office supplies. Ensure requisitions and invoices are checked and approved by an appropriate manager.
m) To manage and prioritise workload daily and deal with the competing demands of the Clinical Services Management team.
n) Always maintain confidentiality when dealing with sensitive information.
Person Specification
Qualifications
Essential
- General standard of education to GSCE level or equivalent
- Computer related certificate or equivalent RSA 3 or equivalent knowledge gained through relevant experience
Desirable
Experience
Essential
- Experience of working in a busy administrative service or setting
- Experience of typing and producing documents - e.g. letters and reports
- Experience of development and management of electronic filing systems
- Competent use of a PC and Microsoft office packages to an advanced level
- Experience of data inputting, databases and spreadsheets
Desirable
- Experience of working in a Health setting
- Ordering supplies and maintaining stock
Skills
Essential
- Ability to use email system
- Ability to produce letters, reports and minutes to a professional standard using Microsoft Word
- To set up and maintain electronic filing systems
- To be able to produce Excel documents to a high standard
- Good standard of analytical and organisational skills
- Ability to communicate effectively by telephone, and face to face with patients and professionals
- Able to communicate effectively both verbally and in writing
- Good standard of inter-personal skills
- Ability to work as an effective team member
- Ability to follow through procedures on own initiative
- Ability to be self-directed and work alone, to manage own workload and work to deadlines
- Ability to prioritise and deal with unpredictable work patterns
- To be able to maintain confidentiality and deal with sensitive information
- Ability to work flexibly to meet the needs of the service
- Willing to develop and expand information technology skills
Person Specification
Qualifications
Essential
- General standard of education to GSCE level or equivalent
- Computer related certificate or equivalent RSA 3 or equivalent knowledge gained through relevant experience
Desirable
Experience
Essential
- Experience of working in a busy administrative service or setting
- Experience of typing and producing documents - e.g. letters and reports
- Experience of development and management of electronic filing systems
- Competent use of a PC and Microsoft office packages to an advanced level
- Experience of data inputting, databases and spreadsheets
Desirable
- Experience of working in a Health setting
- Ordering supplies and maintaining stock
Skills
Essential
- Ability to use email system
- Ability to produce letters, reports and minutes to a professional standard using Microsoft Word
- To set up and maintain electronic filing systems
- To be able to produce Excel documents to a high standard
- Good standard of analytical and organisational skills
- Ability to communicate effectively by telephone, and face to face with patients and professionals
- Able to communicate effectively both verbally and in writing
- Good standard of inter-personal skills
- Ability to work as an effective team member
- Ability to follow through procedures on own initiative
- Ability to be self-directed and work alone, to manage own workload and work to deadlines
- Ability to prioritise and deal with unpredictable work patterns
- To be able to maintain confidentiality and deal with sensitive information
- Ability to work flexibly to meet the needs of the service
- Willing to develop and expand information technology skills
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.
