Team Administrator

Job overview
This is an exciting opportunity to join the West Assessment and Treatment Service based at Mill View Hospital.
The Team Administrators role is to provide a comprehensive range of administrative services. This will include liaising with other departments and services, and to respond effectively to enquiries from the general public, service users, referrers, and other agencies.
We aim to consistently deliver a client focussed service that promotes good customer service and effective working relationships.
The successful candidate would need to have excellent organisational, communication and administrative skills. The ability to work on your own initiative and as part of a team whilst maintaining a calm approach under pressure is essential. Flexibility, problem solving skills, listening skills, a confidential approach, the ability to work to tight deadlines are all vital for this role.
This role will be office based Wednesday to Friday 9.00 - 17.00.
Experience of working in the NHS would be an advantage.
Main duties of the job
To provide a comprehensive range of administrative services to the team. This will include handling telephone enquiries from patients and their families, carers and professionals in a pleasant and helpful manner ensuring to take accurate messages and communicating information clearly. Some of the telephone calls we take can be distressing but de escalation support will be offered in such circumstances.
The duties include carrying out administrative tasks such as processing new referrals, typing letters and reports, arranging appointments, email management, taking notes a weekly team meetings and ad hoc Professionals Meetings, maintaining databases, data entry, ordering stationery, goods and services, photocopying, scanning and other admin tasks as required.
We currently used a patient information system (Care Notes) for which full training will be provided.
If you enjoy being a part of a team, are creative, seeking a new challenge and want to make a positive difference, then we would be delighted to hear from you.
For further role information please refer to the job description and person specification attached.
Working for our organisation
West Assessment and Treatment Service offers a variety of mental health services to adults within Brighton and Hove. We are part of Sussex Partnership NHS Foundation Trust.
Administrative services within our teams are crucial to the success of our clinical work, and we rely heavily on the support, innovation and creativity of our admin colleagues. You will be joining an enthusiastic and vibrant team who are passionate about caring for service users within the field of Mental Health and a service where administrative input is highly regarded and valued.
Our focus is on staff wellbeing, we have regular 1-1 meetings where we can discuss things confidentially and we encourage peer support and training. We offer development opportunities for our admin professionals through training and secondments and we hold an annual admin professionals' conference.
We have our own admin microsite on the staff intranet and we send out quarterly admin newsletters.
We offer an in depth induction and operate a buddy system
Detailed job description and main responsibilities
For detailed information about the role, please refer to the attached job description and person specification.
To protect the health and safety of our staff/workers, patients, and those attending our sites, we encourage our workforce to get fully vaccinated against COVID
Person specification
Qualifications
Essential criteria

• 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 criteria

• Proven experience of a range of secretarial procedures
• Proven experience of working as an administrator or secretary
• 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

Desirable criteria

• Experience of working within the NHS

Skills
Essential criteria

• Ability to liaise on behalf of the team both within and outside the organisation
• Excellent Communication Skills
• Awareness of the importance of confidentiality - ability to work within appropriate boundaries.
• Ability to work to tight deadlines and deal with conflicting demands
• Ability to work on own initiative and prioritise own workload
• Knowledge of Microsoft Word, Excel, Outlook, Power point
• Ability to travel across sites

Sussex Partnership NHS FT is committed to supporting a diverse workforce that reflects our communities. Our workforce is currently under-represented from Black and Minority, Ethnic and disabled communities and we would welcome applications from these communities.
We regret that we are unable to advise candidates if they have not been shortlisted. If you have not heard from us within three weeks of the closing date please assume that you have been unsuccessful on this occasion.
In the event of an excessive number of applicants the Trust reserves the right to close this vacancy earlier than indicated.
Sussex Partnership NHS Foundation Trust takes its responsibilities for the safeguarding and protection of children and young people and vulnerable adults very seriously and expects this of all its employees and bank workers. The Trust works with adult and children's social care to ensure that the integrated service has systems in place to equip staff and bank workers with the knowledge and skills to recognize abuse, and take action to safeguard and protect vulnerable adults and children and young people. It is expected that all staff and bank workers familiarise themselves with the appropriate structures and policies and with the Sussex child protection and safeguarding procedures and the Sussex multi-agency policy and procedures for safeguarding vulnerable adults and undertake the relevant essential training and further training appropriate to their role.
Successful candidates are normally offered salaries at the bottom of the relevant salary range. However, where previous or equivalent NHS experience in a similar role can be demonstrated and evidenced, this may be taken into consideration when setting the starting salary.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.