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Job summary

Main area
Administration
Grade
NHS AfC: Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
354-FH-20527
Employer
Sussex Partnership NHS FoundationTrust
Employer type
NHS
Site
78 Crawley Road
Town
Horsham
Salary
£26,530 - £29,114 per annum
Salary period
Yearly
Closing
12/05/2025 23:59

Employer heading

Sussex Partnership NHS FoundationTrust logo

Team PA

NHS AfC: Band 4

Come and join us

We're looking for people who share our values (compassion, accountability and optimism) to help us provide high quality care to the patients, carers, families and local communities we serve. We specialise in providing NHS mental health and learning disability services.

So what can we offer you in return?

We're an organisation which puts people first. We'll do everything possible to help you feel respected, valued and included. We'll help you learn, acquire new skills and gain further experience to support your career development. And we'll provide the opportunity for you to bring your fresh ideas to work about how we can do things differently and continue improving.

You will also be joining a health and care system committed to working together to do the best we can for the communities we serve. Above all, at Sussex Partnership you'll have the chance to make a difference to the lives of the patients, carers and families across our communities.

As a Trust we are committed in making a difference. Your development is important to us, so don't forget to ask us during interview what opportunities we can offer. We can offer fully funded lifelong learning opportunities such as an apprenticeship from GCSE to Masters level.

If you like the sound of that, then come and join our team.

Job overview

To provide secretarial and administrative support to the team. To undertake responsibility for the day to day management of the administrative, clerical and secretarial functions. This includes working and acting on own initiative and dealing with potentially 
complex situations. To consistently deliver a client focussed service, which promotes good customer service and effective working relationships.

Main duties of the job

Applicants should have excellent communication skills, as well as experience of Microsoft Office. Have a pleasant telephone manner and a helpful and flexible attitude is essential, as you will be dealing with patients, carers and personal visitors to the ward as well as telephone calls and enquiries from the general public, patients, relatives and professional/clinical staff. Your main duties will be providing administrative support to the team; liaising with the mental health act office, managing diaries, organising workload, typing minutes of patient reviews and other multidisciplinary meetings. Your role will also include a wide range of administrative duties and you will also be required to provide administrative support to the wards and cover colleagues during periods of leave. 

Working for our organisation

78 Crawley Road is a high dependency rehabilitation unit, based in Horsham, with an innovative design which provides 8 beds and 16 individual recovery flats.  The service provides treatment and care for patients with complex needs who may be detained under the Mental Health Act, and employs a full multidisciplinary team. 

Detailed job description and main responsibilities

To work directly with the  team, providing a comprehensive and highly efficient secretarial and administrative support service.  To be responsible for appointment booking, complex diary management and robust filing systems, adhering to the Trust policies of file management.  Deal with telephone enquiries from a broad spectrum of people, including service users and their carers, staff at all levels both from within and outside of the Trust and external agencies, contact with service users, their carers and advocates and relatives. To provide excellent administrative and secretarial support, working to strict 
timescales and to a very high standard of accuracy.   To provide a personal assistant service to the multidisciplinary team.  Organise and arrange service users reviews and make necessary arrangements for meetings and take accurate minutes. To maintain electronic service user records in order that all information is up to date.    To be proactive in organising and prioritising workload, managing own time effectively, highlighting problems as they arise.  To take minutes as and when necessary.  To photocopy and distribute documents both internally and externally as required.  To carry out other general office duties. To liaise with GP’s, mental health services and other appropriate agencies or individuals with regard to service user issues. To provide cover for other secretarial and administrative staff as appropriate. To support cashier with reimbursement of any appropriate petty cash to service users and team. To organise the ordering of any essential equipment / supplies for the team, as and when necessary. 

Person specification

Qualifications

Essential criteria
  • 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 criteria
  • Extensive knowledge of a full range of secretarial procedures
  • Knowledge of software programmes / packages
  • Previous experience in a similar role

Employer certification / accreditation badges

Apprenticeships logoNo smoking policyDisability confident leaderDefence Employer Recognition Scheme (ERS) - BronzeCare quality commission - GoodArmed Forces Covenant Gold AwardStep into healthPride In Veterans

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Application numbers

Due to high numbers of applications this vacancy may close before the advertised closing date. We will not be able to accept late applications to this post.

Documents to download

Apply online now

Further details / informal visits contact

Name
Karen Turner
Job title
Admin Team Leader
Email address
[email protected]
Telephone number
03003043830
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