Job summary
To provide a professional and comprehensive high-quality range of administrative support to staff and managers within the Community Care Division and work as part of the Administration Hub team effectively and efficiently maintaining administrative systems. To be familiar with policies and procedures relating to recruitment, annual leave and other HR processes, redirecting queries as required. Provide a reception role for the building, greeting all visitors in a warm and welcoming manner. To prioritise responsibilities and duties ensuring all deadlines are met under the guidance of the Team Lead.
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.
Skilled Worker visa: going rates for eligible occupation codes - GOV.UK
Health and Care Worker visa: If you'll need to meet different salary requirements - GOV.UK
Main duties of the job
a) Supporting managers to arrange meetings by booking appropriate rooms and venues.
b) In line with data protection prepare electronic personal staff files for new staff, maintain current staff files, and prepare records of former staff for archiving.
c) To process purchase orders and order stationery, IT equipment, uniforms, medical devices and other items as requested by managers.
d) Ensure that all nursing & therapy staff' professional registrations (NMC, HCPC, GMC) are up to date, including sending reminders when renewal is due and obtaining online confirmation of registration. Keeping managers up to date and taking appropriate actions if lapses.
e) Process requests in a strict timely manner ensuring financial timings are met so not to cause distress or negative wellbeing. This can be from logging bank workers shifts on Health Roster, sending enhancements to payroll, recording sickness/absence on ESR.
f) Record Plaudits on InPhase
g) Ensure that updated job descriptions and person specifications are available for managers when requested.
h) Ensure all aspects with terminations are recorded and actioned appropriately and in a timely manner. To include archive e-files, close IT accounts and access to files and folders are closed.
i) Supporting managers with maternity applications by ensuring annual leave, return to work plans/calculations are accurate for managers to agree the plan with staff.
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) Support managers by preparing, amending and sending routine correspondence
b) Work with managers and HR to ensure the recruitment process is completed successfully and that the individuals appointed are welcomed to the trust with a localised induction which covers policies relating to data protection, security, wellbeing, Health & Safety and Equality. Provide useful need to know information such as registering expenses, supplying IT equipment and uniforms. Getting active IT account / equipment and smartcards, introducing ESR and e-learning, supporting members of staff on their first day and beyond.
c) Maintain and organising databases and processing forms, keeping office systems up to date, devising and maintaining efficient filing, clerical and office systems, general secretarial support within the team
d) Work with the managers and on their behalf complete contract detail amendments (using ESR or the Pulse), e.g.: terminations, change of hours, maternity/paternity leave, fixed term contracts and secondments alerting managers of forthcoming expiry dates.
e) Providing cover and support within the team to ensure efficient continuation of service. Dealing with incoming mail, personnel and staff enquiries and deal or re-direct as necessary.
f) To ensure strict confidentiality is maintained at all times when dealing with personnel, staff and sensitive Trust information.
g) To manage and prioritise workload on a daily basis and deal with the competing demands of the team under the guidance of the Team Lead.
Job description
Job responsibilities
a) Support managers by preparing, amending and sending routine correspondence
b) Work with managers and HR to ensure the recruitment process is completed successfully and that the individuals appointed are welcomed to the trust with a localised induction which covers policies relating to data protection, security, wellbeing, Health & Safety and Equality. Provide useful need to know information such as registering expenses, supplying IT equipment and uniforms. Getting active IT account / equipment and smartcards, introducing ESR and e-learning, supporting members of staff on their first day and beyond.
c) Maintain and organising databases and processing forms, keeping office systems up to date, devising and maintaining efficient filing, clerical and office systems, general secretarial support within the team
d) Work with the managers and on their behalf complete contract detail amendments (using ESR or the Pulse), e.g.: terminations, change of hours, maternity/paternity leave, fixed term contracts and secondments alerting managers of forthcoming expiry dates.
e) Providing cover and support within the team to ensure efficient continuation of service. Dealing with incoming mail, personnel and staff enquiries and deal or re-direct as necessary.
f) To ensure strict confidentiality is maintained at all times when dealing with personnel, staff and sensitive Trust information.
g) To manage and prioritise workload on a daily basis and deal with the competing demands of the team under the guidance of the Team Lead.
Person Specification
Other Requirements
Essential
- oThere may be some requirements to travel to other Trust sites to attend meetings or training
Qualifications
Essential
- NVQ Level 3 or equivalent qualification in business administration
- Applicants with a lower-level qualification who have equivalent experience will be considered
- School leaving qualification (GCSE or equivalent) in Maths and English language or able to demonstrate equivalent competence
- Ongoing internal and external training to keep up to date with changes/developments
Experience
Essential
- Working in a team
- Communicating effectively with a diverse range of people
- Handling personally or commercially sensitive information
- Proficiency with a number of systems, primarily Microsoft 365 and excel and apply a positive attitude to future requirements
- Ability to take minutes during meetings
Desirable
- Working in an office environment where a large and diverse range of callers and visitors are received.
- Stock control and ordering supplies
- Developing or contributing to the development of administrative or office procedures
Skills
Essential
- Well-developed communication skills, including an ability to discuss sensitive issues with tact and discretion and explain administrative procedures in a clear, concise way
- Well organised and able to produce work to high standards and within a tight timeframe workload using own initiative and time scales.
- Ability to concentrate when external/team demands may require interruption of task
- Ability to work flexibly and adapt to continuously changing work
- Able to work as part of a team and ensure that senior managers or clinical leaders are well supported
- Ability to adapt to various computer programmes and systems
- Ability to produce and amend documents, spreadsheets and tables
- Good listening skills and note keeping
Person Specification
Other Requirements
Essential
- oThere may be some requirements to travel to other Trust sites to attend meetings or training
Qualifications
Essential
- NVQ Level 3 or equivalent qualification in business administration
- Applicants with a lower-level qualification who have equivalent experience will be considered
- School leaving qualification (GCSE or equivalent) in Maths and English language or able to demonstrate equivalent competence
- Ongoing internal and external training to keep up to date with changes/developments
Experience
Essential
- Working in a team
- Communicating effectively with a diverse range of people
- Handling personally or commercially sensitive information
- Proficiency with a number of systems, primarily Microsoft 365 and excel and apply a positive attitude to future requirements
- Ability to take minutes during meetings
Desirable
- Working in an office environment where a large and diverse range of callers and visitors are received.
- Stock control and ordering supplies
- Developing or contributing to the development of administrative or office procedures
Skills
Essential
- Well-developed communication skills, including an ability to discuss sensitive issues with tact and discretion and explain administrative procedures in a clear, concise way
- Well organised and able to produce work to high standards and within a tight timeframe workload using own initiative and time scales.
- Ability to concentrate when external/team demands may require interruption of task
- Ability to work flexibly and adapt to continuously changing work
- Able to work as part of a team and ensure that senior managers or clinical leaders are well supported
- Ability to adapt to various computer programmes and systems
- Ability to produce and amend documents, spreadsheets and tables
- Good listening skills and note keeping
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.
