Team Administrator B&H Urgent Care

Sussex Partnership NHS Foundation Trust; Hove; On-site; GBP 21,000 - 25,000; Full time

Job summary

Sussex Partnership NHS Foundation Trust is recruiting a Band 3 Urgent Care Team Administrator to provide essential administrative and secretarial support to the Brighton & Hove Urgent Care teams. The post holder will be a key point of contact, handling referrals, documents and communications with clinicians and service users.

You will work across multiple teams, coordinate meetings, manage filing and contribute to data reporting, upholding information governance and confidentiality at all times.

Qualifications

• NVQ 3 or equivalent.
• RSA 3 or equivalent experience and evidence of further practical experience or equivalent.
• Good standard of secondary education; GCSE at Grade C or above or equivalent.

Responsibilities

• Provide comprehensive administrative and secretarial support to the Brighton & Hove Urgent Care teams.
• Act as a first point of contact for the service, responding to telephone calls, email enquiries and messages in a professional, calm and courteous manner, including signposting queries appropriately.
• Receive, process and log referrals and other clinical documentation in line with Trust procedures.
• Prepare, type and format correspondence, letters, reports and other documentation ensuring accuracy, quality and timely completion using Trust templates and guidelines.
• Maintain efficient electronic and paper filing systems, ensuring patient and service records are stored correctly and in line with information governance and confidentiality requirements.
• Support the coordination of meetings by arranging appointments, preparing agendas, taking minutes and distributing actions as required.
• Order and maintain stock of office supplies and consumables for the Haven
• Support the collection, inputting and basic monitoring of service data to assist reporting and service delivery requirements, ensuring data is accurate and up to date.
• Maintain awareness of the sensitive and sometimes distressing nature of information handled, demonstrating professionalism, discretion and compassion at all times.
• Provide support across the wider Urgent Care and Acute Inpatient Admin team when required, including cover for the Mill View Reception

Skills

Secretarial experience

Excellent communication

Education

NVQ 3 or equivalent

RSA 3 or equivalent

GCSEs (C or above) or equivalent

Job description

We are looking to recruit a Band 3 Urgent Care Team Administrator to provide essential administrative and secretarial support to the Brighton & Hove Urgent Care teams. This role is key to the effective day-to-day running of the service and supports clinical staff to focus on delivering high-quality patient care.

Sussex Partnership NHS Foundation Trust provides a range of urgent mental health services to adults in Brighton & Hove who are experiencing a mental health crisis.

The post holder will carry out a range of administrative duties working within a busy and often fast-paced environment. The team secretary will be required to prioritise a varied workload while maintaining accuracy, confidentiality and professionalism at all times.

This role involves regular contact with clinicians, service users, carers and partner agencies, often at times of heightened distress. The successful applicant will therefore have strong communication skills with a calm and organised approach. This will prove to be a varied role and the post holder will be expected to work across the Haven Team, the Crisis and Home Treatment Team, the Mental Health Liaison Team and the Staying Well Team.

This is a rewarding role that offers the opportunity to develop administrative skills within a supportive team, contribute directly to urgent care pathways, and be part of a Trust recognised for compassionate care and strong multidisciplinary working.

Main duties of the job

• Provide comprehensive administrative and secretarial support to the Brighton & Hove Urgent Care teams
• Act as a first point of contact for the service, responding to telephone calls, email enquiries and messages in a professional, calm and courteous manner, including signposting queries appropriately.
• Receive, process and log referrals and other clinical documentation in line with Trust procedures
• Prepare, type and format correspondence, letters, reports and other documentation ensuring accuracy, quality and timely completion using Trust templates and guidelines.
• Maintain efficient electronic and paper filing systems, ensuring patient and service records are stored correctly and in line with information governance and confidentiality requirements.
• Support the coordination of meetings by arranging appointments, preparing agendas, taking minutes and distributing actions as required.
• Order and maintain stock of office supplies and consumables for the Haven
• Support the collection, inputting and basic monitoring of service data to assist reporting and service delivery requirements, ensuring data is accurate and up to date.
• Maintain awareness of the sensitive and sometimes distressing nature of information handled, demonstrating professionalism, discretion and compassion at all times.
• Provide support across the wider Urgent Care and Acute Impatient Admin team when required, including cover for the Mill View Reception

About us

We are committed to being an employer of choice, creating a culture where staff feel valued, supported and clear about the contribution they make. We actively encourage learning, development and improvement, and recognise the essential role that administrative and support staff play in enabling high-quality, compassionate care.

At Sussex Partnership, we value diversity and are committed to equality, inclusion and respect. We welcome applications from all sections of the community and strive to ensure our workforce reflects the communities we serve. We are proud to offer a supportive working environment with access to training, supervision, wellbeing resources and opportunities for development across the Trust.

Job responsibilities

******Please refer to the the full job description and person specification for further details******

Person Specification

Qualifications

• NVQ 3 or equivalent
• RSA 3 or equivalent experience and evidence of further practical experience or equivalent
• Good standard of secondary education; GCSE at Grade C or above or equivalent

Knowledge/Experience

• Proven experience of a range of secretarial procedures
• Experience of producing documents to a high standard of presentation with good accuracy
• Experience of maintaining office systems
• 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.