Job summary
This is an exciting opportunity to be part of a small team, which launched the Primary Care Mental Health Treatment Requirement (MHTR) Service in Sussex in late 2023.
A Primary Care MHTR is a psychological intervention and is one type of Community Sentence Treatment Requirement (CSTR).
Other types of CSTR's include;
- Alcohol Treatment Requirements (ATRs)
- Drug Rehabilitation Requirements (DRRs)
The aims of CSTR's are to reduce re-offending, and use alternatives to short custodial sentences, directly addressing underlying mental health and substance misuse issues which contribute towards offending behaviour.
The service is based in Brighton Probation office, and provides a Primary Care MHTR service for eligible people sentenced at Brighton Magistrates Court.
The team administrator role would require hybrid working (home working with some time office based). The working hours would ideally be spread over a 5 day (Mon-Fri) working week.
Main duties of the job
- To provide comprehensive secretarial and administrative support to clinical staff including the manager, and ensuring the smooth running of the office function, including ensuring sufficient cover is provided in times of sickness and annual leave. To be responsible for maintaining sickness and absence records for all staff and related employee information.
- To act as central secretarial and administrative contact point for the team.
- To maintain an overview of the administration function and workflow within the team.
To consistently deliver a client focussed service, which promotes good customer service and effective working relationships.
About us
Sussex Partnership places a huge focus on the wellbeing of our staff, and ensures our packages reflect the important work they do. A positive work / life balance brings about health-related benefits, which has a positive impact on the care we provide. Speak to us about flexible working: home-working, part time hours, flexible start or finish times, or anything else.If it works for you and works for the role, we'll do our best to make it happen.
Your benefits:
- Access to full psychological support via our internal wellbeing team
- Excellent supervision programmes, with ongoing opportunities for training and development
- Access to discount schemes, and excellent NHS pension
- Generous holiday entitlement(starting at 27 days plus bank holidays, increasing with continuous NHS service)
Job description
Job responsibilities
Support services
- To work with Team members in the development and implementation, and review, of systems and process in the service to ensure effective delivery.
- To provide effective secretarial support including diary management, phone calls and typing correspondence. Producing documents to a good standard, using Trust templates, in line with Trust guidelines.
- To arrange, prepare the agenda for, and take minutes of team meetings and other meetings as directed.
- To lead on the administration process for the recruitment of staff i.e., sending interview letters, servicing interview panel and liaising with recruitment team subsequent to interview.
- In conjunction with the manager organise and co-ordinate staff training.
- To compile monthly absence returns for staff for sign off.
- To maintain records of sickness/absence/leave for the team.
- To maintain up to date staff details including emergency contacts details etc.
- To provide/obtain reports and data as required.
Administration
To provide a comprehensive and professional secretarial and administration service to the team.
- To operate and update computerised database systems including trust systems and any bespoke systems local to the team.
- To organise, process and update any referrals and waiting lists contained within the team.
- To act as the lead in terms of responsibility for the completion, presentation and accuracy of data and for its submission to the relevant parties on a monthly basis.
- To maintain comprehensive paper and electronic filing systems.
- To provide support to colleagues in relation to difficult or anxious service users, carers and relatives be it face to face or over the phone.
- To organise any additional resources required for appointments or meetings, for example, interpreters.
Administration systems and staff
- In conjunction with the manager, set up and continue to develop effective administrative services to ensure a timely and efficient service to the team, service users and associated individuals, including accessibility of policies/procedures/information, safe and secure storage of service user records, effective filing systems, communications systems, referral systems and personnel records.
- To maintain an overview of the administration function and workflow within the team, discussing any areas of concern with the manager.
Office Management
- To liaise with the building manager regarding building wide protocols including moving equipment, phone lines and building security.
- To be responsible for staff induction with regard to safety and security, ensuring that staff follow the appropriate procedure in notifying late clinics and their presence in the building by using lone worker protocol.
- To take responsibility for effective use of office supplies.
- To manage petty cash floats and any other financial procedures in line with Trust procedures
- Order stock and non-stock items on the Oracle system.
General
- To carry out any other duties in line with the grade and scope of the post, working as part of the team and to cover as necessary for annual leave and sickness.
- To assist with any additional duties the clinical team may take on.
- To act as a resource on ICT matters, as appropriate
- To participate in the Trusts supervision and appraisal system.
- To ensure that own essential training is maintained and up to date. To attend any local training/development sessions as appropriate.
Job description
Job responsibilities
Support services
- To work with Team members in the development and implementation, and review, of systems and process in the service to ensure effective delivery.
- To provide effective secretarial support including diary management, phone calls and typing correspondence. Producing documents to a good standard, using Trust templates, in line with Trust guidelines.
- To arrange, prepare the agenda for, and take minutes of team meetings and other meetings as directed.
- To lead on the administration process for the recruitment of staff i.e., sending interview letters, servicing interview panel and liaising with recruitment team subsequent to interview.
- In conjunction with the manager organise and co-ordinate staff training.
- To compile monthly absence returns for staff for sign off.
- To maintain records of sickness/absence/leave for the team.
- To maintain up to date staff details including emergency contacts details etc.
- To provide/obtain reports and data as required.
Administration
To provide a comprehensive and professional secretarial and administration service to the team.
- To operate and update computerised database systems including trust systems and any bespoke systems local to the team.
- To organise, process and update any referrals and waiting lists contained within the team.
- To act as the lead in terms of responsibility for the completion, presentation and accuracy of data and for its submission to the relevant parties on a monthly basis.
- To maintain comprehensive paper and electronic filing systems.
- To provide support to colleagues in relation to difficult or anxious service users, carers and relatives be it face to face or over the phone.
- To organise any additional resources required for appointments or meetings, for example, interpreters.
Administration systems and staff
- In conjunction with the manager, set up and continue to develop effective administrative services to ensure a timely and efficient service to the team, service users and associated individuals, including accessibility of policies/procedures/information, safe and secure storage of service user records, effective filing systems, communications systems, referral systems and personnel records.
- To maintain an overview of the administration function and workflow within the team, discussing any areas of concern with the manager.
Office Management
- To liaise with the building manager regarding building wide protocols including moving equipment, phone lines and building security.
- To be responsible for staff induction with regard to safety and security, ensuring that staff follow the appropriate procedure in notifying late clinics and their presence in the building by using lone worker protocol.
- To take responsibility for effective use of office supplies.
- To manage petty cash floats and any other financial procedures in line with Trust procedures
- Order stock and non-stock items on the Oracle system.
General
- To carry out any other duties in line with the grade and scope of the post, working as part of the team and to cover as necessary for annual leave and sickness.
- To assist with any additional duties the clinical team may take on.
- To act as a resource on ICT matters, as appropriate
- To participate in the Trusts supervision and appraisal system.
- To ensure that own essential training is maintained and up to date. To attend any local training/development sessions as appropriate.
Person Specification
Qualifications
Essential
- NVQ 3 in Business & Administration or evidence of equivalent practical experience
- Good standard of secondary education; GCSE at Grade C or above
Knowledge/Experience
Essential
- Significant experience of a range of secretarial procedures
- Significant experience of working as an administrator or secretary
- Experience of office and resource management
- Experience of producing documents to a high standard of presentation with good accuracy
- Experience of maintaining office systems
- Experience of generating own correspondence
- Experience of working as part of a team
Person Specification
Qualifications
Essential
- NVQ 3 in Business & Administration or evidence of equivalent practical experience
- Good standard of secondary education; GCSE at Grade C or above
Knowledge/Experience
Essential
- Significant experience of a range of secretarial procedures
- Significant experience of working as an administrator or secretary
- Experience of office and resource management
- Experience of producing documents to a high standard of presentation with good accuracy
- Experience of maintaining office systems
- Experience of generating own correspondence
- Experience of working as part of a team
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
