Team Administration Co-ordinator

As a Team Administration Co-ordinator, you will work within a small, friendly and very supportive clinical team providing excellent administrative support, as well as providing PA support to the Clinical Service Manager and East & West Sussex Team Leads.

Part of the role will include supervision of a junior staff member, reviewing performance, monitoring sickness and absence in accordance with Trust Policy.

To provide proactive, comprehensive and highly efficient secretarial and administrative support to clinical staff including PA support to the Clinical Service Manager and Team Leads.

To supervise a junior staff member including, reviewing performance and maintaining sickness and absence records.

Maintaining a professional and highly confidential approach to work at all times. To be responsible for maintaining sickness and absence records for all staff and related employee information.

To act as central secretarial and administrative contact point for the team having daily liaison with a wide range of staff at all levels, partner agencies across the county and regular contact with people who use services and their carers, who may be distressed or angry.

To consistently deliver a client focussed service, which promotes good customer service and effective working relationships.

To organise appointments and meetings, for example, interpreters. To minute meetings and support the team in all aspects of administrative duties.

To participate in a rota to cover reception duties.

The Home Treatment Team work in the community providing home based therapeutic interventions for children and adolescents in crisis.

Your role will be working for the Home Treatment Team but based at Chalkhill within the Administrative team. Both teams are friendly, close knit and incredibly supportive. There will be ongoing support and guidance from both the clinical and admin team for the right applicant.

Chalkhill is small inpatient unit, which has a light and airy working environment with a pleasant outlook over the meadow. There is onsite parking available, generous NHS pension and annual leave allowance.

Sussex Partnership Trust also offer Flexible Working Patterns but the standard office hours are 8.30am to 4.30pm Monday to Friday with 30 minutes for lunch.

In addition to the above, To work independently, prioritise and organise own work load taking into consideration the competing demands of the service and ensuring that administrative tasks are carried out to a high
standard and within the required timescales.
To be responsible for the development and management of effective office systems, including appointment booking, multiple diary management and robust filing systems.
Implementing efficient and clear referral processes and pathways which will support and compliment accurate performance reporting to be presented to the board and to external partners and agencies.
To maintain personnel information concerning staff and assist in staff documentation systems (e.g. sickness absence reporting/recording systems), Supervision, Mandatory Training.
- To provide excellent administrative and secretarial support, using appropriate software packages, working to strict timescales and to a very high standard of accuracy, following correct Trust presentation standards. Documents include meeting minutes and agendas, clinical reports and clinical and managerial correspondence.
- Provide a first point of contact for all face to face and 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, providing a highly professional, confidential messaging service, taking follow up action as appropriate. This includes taking complex and sensitive telephone

calls, listening and guiding callers through to a satisfactory response. This often involves contact with service users and their relatives.
- Implementing efficient and clear referral processes and pathways which will support and compliment accurate performance reporting to be presented to the board and to external partners and agencies.

To support the Service Manager with Clinical Information System change requests to ensure trust systems support and reflect the service activity and key performance indicators.
- To arrange, prepare the agenda for and take minutes of team meetings and other meetings as directed.
- In conjunction with the Clinical service manager organise and co-ordinate staff training.
- To record monthly absence returns for staff for finalisation.
- To maintain records of sickness/absence/leave for the team.
- To maintain up to date staff details including emergency contacts details etc.
- To provide/obtain reports and data as required.
- To provide comprehensive administration support to the referral process into the service.
- To record, maintain and monitor electronically held clinical records and contact information for the service, ensuring data held on Trust Infor