Administration Assistant

SDHC’s purpose is to help people live well and die well. Typically, NHS organisations do this by providing a range of different services that can default to assessing, diagnosing and treating individuals (or their conditions). This can lead to us missing the strengths and capabilities of people and communities by focusing on illness and disease, rather than what matters to them in their life.

The role is about ensuring what really matters, matters around here and that the services we provide and develop really do make a difference. If we are to design responses that get to the heart of what matters to people, it means placing as much emphasis on stories as we do facts; communities as much as services and organisations; support as much as interventions; planning ahead as much as reacting to problems.

SDHC runs various services including Improved Access pharmacy, paramedics, care coordinators, care home support and COVID-19 vaccinations and the organisation continues to grow at pace.

You will positively contribute to creating an environment of shared sense-making where everyone is enabled to challenge that we are doing the right things, in the right way, at the right pace. The environment should have a strong adult learning ethos where employees are (and feel) valued and respected; where autonomous and self-directed reflective learning is the norm. The ai,; employees are motivated through purposeful work and relevant task-orientated training coupled with high levels of feedback

Working as part of a team this role involves; administrative support for all SDHC clinical services to ensure professional operational standards and excellence in patient care and safety are maintained; face-to-face reception to provide shift cover in sites across East Sussex; and any ‘back office’ functions to support services and member GP practices. Our three East Sussex base sites are located within Eastbourne.

Critical to the success of the services will be the need to engage and work with practices and clinicians across Eastbourne, Hailsham, Seaford (and Bexhill for the Extended Access service) to ensure that services align with their needs and that of their registered populations. The role may require travel across our three Eastbourne locations including sometimes at short notice to resolve operational or staffing problems, so it’s important that you’re able to drive. SDHC contracted hours are 07:00 - 21:00 seven days a week however, our current operational hours are between 08:00-19:00 unless we have additional services running. This is a full time position with 37.5 hours worked over five days a week.

What matters to us is that we work in a way that is centred on the people we help, creating solutions with people that are effective, efficient, sustainable at scale and patient centred. For our member practices we will be judged successful if we reduce the burden of their workload, maximise income opportunities, minimise risk and liabilities and improve patient experience and outcomes.

We want to work in a way that makes a positive difference in the lives of the people we serve.

We want to be a learning organisation that isn’t reliant on hierarchical power for decision making and is continuously making improvements. You will enjoy working here if you are prepared to:

- Open up
- Take ownership and responsibility
- Feel supported and enabled
- Identify the reasons things work as they do and be willing to make changes if necessary avoiding blame in the process
- Actively work as part of a self-managed team

Rota Support
- Organising the staffing rotas for platform staff ensuring there are adequate staffing levels 7 days a week, 365 days a year as per operational guidelines
- Managing staff enquiries regarding shifts
- Sending regular reminders to all staff of the shifts and other routine tasks to mitigate last minute cancellations
- Ensuring any issues with staffing the rota are escalated to the wider SDHC team

Operational
- Assisting with the training and site inductions for all new staff as required
- Support the Hub Coach to ensure all new staff added to the platform rota are compliant with statutory requirements and that the service holds the necessary documentation as per set guidelines
- Help to maintain the platform staff database with details and paperwork for all staff and escalate any issues with staff compliance to the Hub Coach
- Arrange new platform staff access to practices' clinical systems
- Undertake crosschecks across the service to ensure patient safety and service quality is being maintained as per protocols
- Support patient and staff queries; and the service’s complaints and incidents procedures

Project Support
- Co-ordinate, attend and/or facilitate meetings, and transcribe any minutes and notes as required
- Other project related assistance as required by the organisation. This may include providing cross cover to supporting other services that SDHC delivers or may deliver includin