![Sussex Community NHS Foundation Trust](https://media.trabajo.org/img/noimg.jpg)
Trust Secretariat Support Officer
3 weeks ago
Job summary
The Trust Secretariat Support Officer will provide a comprehensive administrative support service. The role requires excellent administrative, communication and organisational skills, working part of a dynamic team providing support to the Board of Directors and Council of Governors.
They will act as a point of contact for the team, carry out diary management, organise events and meetings, prepare and format documents and presentations to a high standard, process expenses, use systems to carry out essential tasks, order supplies and ensure the working environment is tidy, safe and welcoming.
There is an expectation for the post holder to be highly motivated, flexible and enthusiastic.
Main duties of the job
Acts as the main point of contact for visitors to the Trust Secretariat team, welcoming them and responding to the intercom in a helpful, effective and efficient manner. Responds to telephone calls and emails in relation to the Trust Secretariat team, including room bookings for the J1 Boardroom, queries from governors and information about membership. Manages the membership database including updating member records. Support with the collation of membership reports pulled from the database and the issuing of members' e-newsletters via the database. Attends meetings of the Council of Governors including their sub-groups/committees including the recording and updating of actions and decision logs. Proof-reads, formats and finishes correspondence, reports and presentations that are visually attractive and have a high standard of readability. Ensures that all participants at meetings are kept informed about any changes to these. Ensures all diary entries include accurate times, venues and MS Teams links.
About us
We are the main provider of NHS community services across East and West Sussex. Our 6,000 staff serve a population of million providing essential medical, nursing, and therapeutic care to adults and children.
Our Trust vision is to provide excellent care at the heart of the community, helping people plan, manage, adapt to changes in their health, supporting avoidable hospital admissions and reducing hospital stay times.
We have opportunities for everyone across our wide variety of services including medical, clinical, support and corporate services.
Why work for us?
Positive 2023 NHS Staff Survey results, scoring highly in compassionate culture & leadership, and staff wellbeing support Variety of working environments across the community, in patients' homes, within our community hospitals and bases across the county Supportive flexible working patterns such as: part time, flexi time, annualised hours, and flexi retirement options Excellent training and development opportunities Research opportunities Cost-effective workplace nurseries in Crawley, Hove and Brighton Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks Level 3 accredited Disability Confident Leader, committed to creating inclusive workplaces Veteran Aware Trust, achieving accreditation from Veterans Covenant Healthcare Alliance (VCHA) Located in stunning Sussex, with easy access to the South Downs and the coast Access to a wide range of benefits and discounts for NHS staff Job description
Job responsibilities
Periodically checks stationary and other office supplies and re-stocks this when necessary, updating records and placing orders in line with Trust finance procedures. Writes and regularly reviews and communicates administrative procedures by attending staff meetings and through group email briefings. Makes judgements and advises others on compliance with procedures where there is any ambiguity. Delivers briefing or training sessions when necessary. Ensures all incoming and outgoing post is processed promptly. Supports with the updating of annual registers including Fit and Proper Person Test for Directors. Supports with the recording of conflicts of interest and provides guidance to staff on gifts, hospitality and sponsorship. Raises requisition/purchases orders on behalf of the team ensuring approval from the Trust Secretary, Deputy Trust Secretary or other senior manager. Maintains and updates the teams Information Asset Register, Business continuity plan and other team governance documentation. Updates relevant information related to the work of the Trust Secretariat team via the Trusts website and intranet (Pulse). Ensures that the office working environment remains safe, taking action where necessary to raise any risks or request any repairs that are needed.They will act as a point of contact for the team, carry out diary management, organise events and meetings, prepare and format documents and presentations to a high standard, process expenses, use systems to carry out essential tasks, order supplies and ensure the working environment is tidy, safe and welcoming.
First point of contact for the Council of Governors, answering queries in an effective and efficient manner. This will involve using tact and diplomacy, promoting a professional corporate image at all times.
To deal effectively with queries, some of them complex, ensuring a prompt, accurate and polite response, acting on own initiative and deciding appropriate action as necessary.
Liaise directly with the Deputy Trust Secretary, Trust Secretary, Executive Assistants, Executive Directors, Non-Executive Directors and the Council of Governors.
Person Specification
Essential
Essential
Good general standard of education, equivalent to 5 GCSE level (Grade A-C) including English and Mathematics or equivalent level 2 qualification(s). Educated to diploma level/NVQ level 3 in administration. Experience of working in a corporate headquarters setting. Experience of using Microsoft Outlook, Word, Excel and PowerPoint. Experience of processing financial transactions and raising purchase orders, submitting for approval and goods receipting. Experience of booking, organising and setting up venues up for meetings and events and liaising with attendees, beforehand and on the day. Experience of responding to telephone calls and welcoming visitors. Experience of ordering stationery and office equipment, using approved suppliers. Excellent communication skills both verbally and in writing. Accuracy and attention to detail. Able to problem solve. Able to meet exacting deadlines and escalate risks to meeting deadlines. Understand the need for confidentiality and data protection. Be a supportive, team colleague. Carry out other appropriate delegated duties as required.
Desirable
Desirable
Experience of administering databases.
Desirable
Desirable
Experience of using a website content management system.
Desirable
Desirable
Understanding of health and safety in the workplace.
Desirable
Desirable
Keen to learn and develop.-
Trust Secretariat Support Officer
3 weeks ago
Brighton, United Kingdom Sussex Community NHS Foundation Trust Full timeThe Trust Secretariat Support Officer will provide a comprehensive administrative support service. The role requires excellent administrative, communication and organisational skills, working part of a dynamic team providing support to the Board of Directors and Council of Governors. They will act as a point of contact for the team, carry out diary...
-
Trust Secretariat Support Officer
3 weeks ago
Brighton, United Kingdom Sussex Community NHS Foundation Trust Full timeEnsures all incoming and outgoing post is processed promptly. Supports with the updating of annual registers including Fit and Proper Person Test for Directors. Supports with the recording of conflicts of interest and provides guidance to staff on gifts, hospitality and sponsorship. Raises requisition/purchases orders on behalf of the team ensuring approval...
-
Executive Assistant
2 weeks ago
Brighton, United Kingdom Sussex Community NHS Foundation Trust Full timeWe are looking for an Executive Assistant to join the Trust Secretariat team. You will be part of a supportive and dynamic team providing support to the Board of Directors and Council of Governors. You will provide direct support to the Chief People Officer. You will display a considerable degree of initiative, possess mature judgement and have the ability...
-
Executive Assistant
2 weeks ago
Brighton, United Kingdom Sussex Community NHS Foundation Trust Full timeMain responsibilities To carry out a full range of Executive Assistant duties including: Managing diaries in a proactive manner to make maximum use of time, prioritising and rescheduling items as necessary including allowing time for travel and desk work. To brief on diary commitments in advance and ensuring Directors/Managers are kept updated about...
-
Operational Support Officer
1 month ago
Brighton, United Kingdom Sussex Community NHS Foundation Trust Full timeAre you looking for a new challenge? Do you enjoy working within a fast-paced team? Would you like to make a positive contribution to the patient experience? Sussex Community NHS Foundation Trust (SCFT) are excited to be recruiting an Operational Support Officer for the Discharge Hub, based at the Royal Sussex County Hospital. The role will provide...
-
Business Support Officer
5 days ago
Brighton and Hove, United Kingdom Brighton & Hove City Council Full time**Business Support Officer**: Posted on 19 March 2024 Apply - Directorate BHCC: Economy Environment & Culture - Salary £26,873 - £28,770 - Contract Permanent **Location**: Hollingdean Depot Smaller map **Job Summary**: - Job reference - orbis/TP/49773/39673- Positions available - 2- Working hours - 37- Closing date - 28 April 2024- Job category -...
-
Admin Support Officer
3 days ago
Brighton, United Kingdom Sussex Partnership NHS Foundation Trust Full timeJob summary In line with NHS England's vision for improving adult gender care through increased capacity and patient choice in the care pathway, Sussex Partnership Foundation Trust (SPFT) has been working with a number of key partners to establish the Sussex Gender Service Pilot (the pilot). The pilot provides a new regional service model for the...
-
Head of Trust Financial Accounts
2 months ago
Brighton, United Kingdom 379 University Hospitals Sussex NHS Foundation Trust Full timeAn exciting opportunity has arisen to join the new Operational Finance team at University Hospitals Sussex NHS Foundation Trust as Head of Trust Financial Accounts. The post holder will be responsible for supporting in achieving delivery of corporate financial strategy and organisational objectives. Reporting directly to the Assistant Director of Finance -...
-
Operational Support Officer
3 weeks ago
Brighton, United Kingdom Sussex Community NHS Foundation Trust Full timeThis role is to support the Operational Lead and Clinical Service Manager (CSM) in the delivery of a range of service activities. This will involve actions to ensure that the service is delivering against critical service Key Performance Indicators (KPI) and especially the critical support services that are needed to facilitate this. - To provide business...
-
Admin Support Officer
3 days ago
Brighton, United Kingdom Sussex Partnership NHS Foundation Trust Full timeTo provide comprehensive and efficient support to the team; this will include handling all aspects of correspondence, including processing referrals and dealing with telephone enquiries. Liaise with other directorates and staff at all levels, both internally and externally. Ensure that all documents and correspondence are stored correctly. To produce from...
-
Operational Support Officer
2 months ago
Brighton, United Kingdom Sussex Community NHS Foundation Trust Full timeAre you looking for a new challenge? Do you enjoy working within a fast-paced team? Would you like to make a positive contribution to the patient experience? Sussex Community NHS Foundation Trust (SCFT) are excited to be recruiting an Operational Support Officer for the Discharge Hub, based at the Royal Sussex County Hospital. The role will provide...
-
Operational Support Officer
6 days ago
Brighton, United Kingdom Sussex Community NHS Foundation Trust Full timeAre you looking for a new challenge? Do you enjoy working within a fast-paced team? Would you like to make a positive contribution to the patient experience? Sussex Community NHS Foundation Trust (SCFT) are excited to be recruiting an Operational Support Officer for the Discharge Hub, based at the Royal Sussex County Hospital. The role will provide...
-
Project Support Officer and Directorate
2 weeks ago
Brighton, United Kingdom University Hospitals Sussex NHS Foundation Trust (279) Full timeCommunication Act as the central conduit of information for the directorate to enable operational and transformational business. Be responsible for the coordination of directorate stakeholders when liaising with external stakeholders to ensure key programmes are delivered. Act as the first point of contact between the Directorate and the Trust and other...
-
Head of Trust Financial Accounts
2 months ago
Brighton, United Kingdom University Hospitals Sussex NHS Foundation Trust 379 Full timeAn exciting opportunity has arisen to join the new Operational Finance team at University Hospitals Sussex NHS Foundation Trust as Head of Trust Financial Accounts. The post holder will be responsible for supporting in achieving delivery of corporate financial strategy and organisational objectives. Reporting directly to the Assistant Director of Finance -...
-
Fundraiser: Trusts
3 weeks ago
Brighton, United Kingdom Ditch the Label Full time**ABOUT DITCH THE LABEL** We are Ditch the Label: the global and digital-first youth charity, helping young people aged 12-25 to navigate the issues affecting them the most. Whether that’s bullying, mental health, identity, relationships, or the bits in between - we’re here. We are ambitious, defiant and most of all, passionate about driving meaningful...
-
Medical Examiner Officer
2 months ago
Brighton, United Kingdom University Hospitals Sussex NHS Foundation Trust 279 Full time**University Hospitals Sussex NHSFT - cross site Medical Examiner Officers**: An exciting opportunity is available at University Hospital Sussex (UHSx) NHS Foundation Trust for further full time Medical Examiner Officers. After successful implementation of the Medical Examiner (ME) Service in our acute hospitals, we are expanding into the Community and...
-
Fundraiser: Trusts
5 days ago
Brighton, United Kingdom Ditch the Label Full time**ABOUT DITCH THE LABEL** We are Ditch the Label: the global and digital-first youth charity, helping young people aged 12-25 to navigate the issues affecting them the most. Whether that’s bullying, mental health, identity, relationships, or the bits in between - we’re here. We are ambitious, defiant and most of all, passionate about driving meaningful...
-
Chief Nursing Information Officer
6 days ago
Brighton, United Kingdom Sussex Community NHS Foundation Trust Full timeSussex Community is an ambitious digital leading NHS Foundation Trust with a strong desire to innovate and improve the way we care for our patients. We aim to achieve this by maximising the benefits of data, systems and technology. We are at an exciting phase in our Digital journey, and we are looking for a standout Chief Nursing Information Officer (CNIO)...
-
Project Support Officer
1 week ago
Brighton and Hove, United Kingdom Sussex Community NHS Foundation Trust Full timeAn opportunity has arisen to join our Digital Transformation Programme to work as a key member of our Project Support team. The post holder will be providing onsite support and assistance to service staff with the implementation of the Digital Health Record (SystmOne) at various Trust sites across Sussex, and potentially support various other Digital...
-
Project Support Officer
6 days ago
Brighton and Hove, United Kingdom Sussex Community NHS Foundation Trust Full timeAn opportunity has arisen to join our Digital Transformation Programme to work as a key member of our Project Support team. The post holder will be providing onsite support and assistance to service staff with the implementation various Digital projects across the region. The main task will be to provide 1:1 and group support to both administrative and...