Team Administrator

4 weeks ago

Hove, United Kingdom Sussex Partnership NHS FoundationTrust Full time

An exciting opportunity has arisen for an excellent kind, compassionate and caring admin professional to work as a Team Administrator and Call Handler for a large NHS Mental Health Trust in Southeast England, Sussex Partnership NHS Foundation Trust.

We pride ourselves with the service we provide and want patients and staff to recommend our organisation as a place where they would be happy for their friends and family to be treated. You can help us do this by bringing your skills, experience and commitment to Sussex Partnership.

An excellent opportunity has arisen within the West Assessment and Treatment Service at Mill View Hospital in Hove. We are looking for an experienced Team Administrator/Call handler to join us in supporting our clinical teams working with adults experiencing mental health difficulties in the community.

**Main duties of the job**:
You must be able to work as part of a multidisciplinary team. Effective communication skills and a commitment to caring for patients in the community must be demonstrated.

We are based at Mill View Hospital on the 1st floor. You will work as part of a multi-disciplinary team providing a full secretarial service including:

- To support admin colleagues with a high volume of telephone calls into the Community Service from service users, carers, GP's and may other outside agencies some of which can be complex and distressing.
- Communicating sensitively with people, both on the telephone and in person, taking accurate messages and relaying them to the appropriate people and/or taking follow up action as required using appropriate initiative.
- Monitoring of the admin inbox account and allocation of room bookings.
- Minute taking - Safeguarding, Best Interest and Professionals Meetings, staff caseload reviews and weekly team cluster meetings.
- Develop working relationships with key people across the service and play a pivotal active role in supporting the wider team with administrative tasks.

We are a large NHS Mental Health Trust in Southeast England. We’re looking for people to help us provide high quality services for the patients, carers and local communities we serve.

We want patients and staff to recommend our organisation as a place where they would be happy for their friends and family to be treated. You can help us do this by bringing your skills, experience and commitment to Sussex Partnership.

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 but this is not compulsory

Secretarial
Toprovide comprehensive and efficient secretarial support to the team; this will include

Liaisewith other directorates and staff at all levels, both internally and externally.
Ensurethat all documents and correspondence are filed correctly.
Toproduce from audio and handwritten notes, word processed letters and reports to a high standard of presentation and accuracy using appropriate Trust templates, in line with Trust guidelines. Some letters and reports may contain very distressing content.
Tobe responsible for initiating and sending out, without reference, routine correspondence and a variety of self-help information.
Tobe responsible for managing the diaries of the team and prioritising competing needs.
Tobe responsible for preparation of non-routine papers.
Organiseand facilitate relevant meetings, preparing the agenda, taking minutes.
Toopen and process incoming and outgoing mail for the team.

Administration
Ensurethat all information is handled in a confidential manner, in line with the relevant Trust Policies.
Tobe responsible for maintaining comprehensive filing and database systems.
Toestablish and maintain office systems, including bring forward systems for the department.
Toorganise transport, interpreters and other services for service users as and when necessary.
Toissue petty cash for reimbursement of travel costs, in line with the Trust policy, following the appropriate systems.
Toaccurately record messages and information from any callers and to initiate appropriate procedures, maintaining effective channels of communication.
Toact as contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons involved.

Toliaise with external agencies.
Toundertake photocopying, Uploading, post and filing as required.
Toassist in room allocation and re-ordering stationery.
Toensure compliance with departmental policies and procedures with regard to the security of the building.
Toprovide cover for other secretarial and administrative staff.

Call Handler

Receiveand manage a high volume of complex and sometimes distressing incoming telephone calls from service users, GPs and other agencies. You will signpost and liaise with clinicians to ensure calls are managed and dealt with appropriately.

Induction

Toparticipate in the Trust

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