Job summary
This job is about making sure the admin side of things runs smoothly for both our DOPMHS and DAS teams. You will be the main person supporting the clinical staff, other Team leaders and managers also looking after the admin team, and keeping everything organised. You will sort out rotas, HR managers, cover for sickness and holidays, and keep track of who is in and out. You will be the go-to person for anything admin, helping junior staff and making sure everyone knows what they are doing.
A big part of the job is overseeing the receptionist cover at Highdown building, making sure the front desk is always staffed and things run well. You will handle diaries, book meetings, take minutes, help with recruiting new staff, and keep all the records up to date. You will also sort out any problems, order supplies, manage petty cash, and make sure the building is safe and secure.
You need to be good at working on your own, sorting out your workload, and dealing with whatever comes up. You should be friendly, organised, and able to help people who might be worried or upset. You also need to be able to use computers and pick up new systems quickly.
In short, you will be the person who keeps the admin side of both teams running well, including making sure the reception at Highdown building is covered, so the whole service can get on with helping people.
Main duties of the job
- Make sure the admin side of things runs smoothly for both DOPMHS and DAS teams.
- Oversee the admin staff and sort out rotas, cover for sickness and holidays, and keep track of who is in and out, HR management
- Look after the receptionist cover at Highdown building, making sure the front desk is always staffed and things run well.
- Support the clinical staff and the manager with all admin tasks.
- Book meetings, manage diaries, take minutes, and help with recruiting new staff.
- Keep all records up to date and make sure waiting lists are managed and patients are booked in, which is a big priority for NHS England.
- Order supplies, manage petty cash, and make sure the building is safe and secure.
- Help junior staff with their work and make sure everyone knows what they are doing.
- Deal with any problems that come up and help people who might be worried or upset.
- Use computers and pick up new systems quickly.
- Make sure the admin side of the service is organised, so the team can get on with helping people.
About us
Working here means being part of a team that helps people every day. You get to work with friendly colleagues who support each other, and you know your work makes a difference. The organisation values respect, fairness, and treating everyone well. There is a focus on making sure staff feel safe, included, and able to do their best.You will have chances to learn new things, take on new challenges, and develop your skills. The work can be busy, but you know you are helping the service run smoothly and supporting people who need it. There is a real sense of purpose and pride in what you do.If you want to be part of a team that cares about people and works together to make a positive impact, working for our Trust and being part of Specialist Older Adults Mental Health Service, West Sussex (SOAMHS) is a good place to be.
Job description
Job responsibilities
You will be the person who keeps the admin side of both DOPMHS and DAS teams running smoothly. One of the most important parts of your job is looking after the DAS waiting list. You will make sure that patients are booked into clinics at Highdown and Pepperville House, so appointments are never wasted and people get seen as quickly as possible. This is a big priority for NHS England and admin is crucial for making it happen.You will oversee the admin team and help junior staff with their work, making sure everyone knows what they are doing and standards are kept high. You will also manage the receptionist cover at Highdown building, so the front desk is always staffed and visitors are looked after.Your day-to-day work will include keeping records up to date, sorting out rotas, covering for sickness and holidays, and making sure there is always enough admin support. You will handle diaries, book meetings, take minutes, help with recruiting new staff, and organise training. You will also order supplies, manage petty cash, and make sure the building is safe and secure.You will need to be organised, friendly, and able to work on your own. You should be good with computers and able to pick up new systems quickly. Sometimes you will need to help people who are worried or upset, so being calm and supportive is important.You will also be the person people come to when there are problems or tricky situations. You will work closely with the clinical staff and the manager, making sure the admin side of things supports the whole team and helps the service run well.In short, you will make sure the admin side of both teams works well, the reception at Highdown building is covered, and clinics at Highdown and Pepperville House always have patients booked in. You will help keep waiting lists down and make sure the service meets NHS England priorities, so people get the care they need without delay.
Job description
Job responsibilities
You will be the person who keeps the admin side of both DOPMHS and DAS teams running smoothly. One of the most important parts of your job is looking after the DAS waiting list. You will make sure that patients are booked into clinics at Highdown and Pepperville House, so appointments are never wasted and people get seen as quickly as possible. This is a big priority for NHS England and admin is crucial for making it happen.You will oversee the admin team and help junior staff with their work, making sure everyone knows what they are doing and standards are kept high. You will also manage the receptionist cover at Highdown building, so the front desk is always staffed and visitors are looked after.Your day-to-day work will include keeping records up to date, sorting out rotas, covering for sickness and holidays, and making sure there is always enough admin support. You will handle diaries, book meetings, take minutes, help with recruiting new staff, and organise training. You will also order supplies, manage petty cash, and make sure the building is safe and secure.You will need to be organised, friendly, and able to work on your own. You should be good with computers and able to pick up new systems quickly. Sometimes you will need to help people who are worried or upset, so being calm and supportive is important.You will also be the person people come to when there are problems or tricky situations. You will work closely with the clinical staff and the manager, making sure the admin side of things supports the whole team and helps the service run well.In short, you will make sure the admin side of both teams works well, the reception at Highdown building is covered, and clinics at Highdown and Pepperville House always have patients booked in. You will help keep waiting lists down and make sure the service meets NHS England priorities, so people get the care they need without delay.
Person Specification
Qualifications
Essential
- NVQ 3 in Business & Administration or evidence of equivalent practical experience
- RSA 3 or equivalent experience and evidence of further 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 supervising others
- 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
- RSA 3 or equivalent experience and evidence of further 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 supervising others
- 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).
