Job overview

Sussex Community NHS Foundation Trust (SCFT) has exciting opportunity for experienced administrative staff to join a team to support the senior management team for adult community services in West Sussex.

The team will provide a comprehensive secretarial and administrative service to the General Managers and Clinical Services Managers, across West Sussex.

Main duties of the job

Devising and maintaining efficient and effective secretarial support and providing administrative support to the management team.

Coordinating team meetings and staff attendance at other key meetings, working with colleagues to prepare agendas and papers in advance and taking and distributing minutes as necessary.

Transcribe formal minutes of team meetings, which may include sensitive or confidential information regarding staff details and patient care and distributing as required.

Act as a key point of contact between the service and other corporate support services, such as Estates & Facilities, Human Resources, Finance and Governance.

Supporting the Clinical Services Managers and General Manager to manage staff training and appraisal logs, always ensuring confidentiality of staff information.

To provide administrative support for recruitment, including liaising with agencies and other teams

Working for our organisation

Sussex Community NHS Foundation Trust (SCFT) is the largest community healthcare provider in Sussex.

  • Over 8,400 full time, part time and bank staff members
  • Medical, nursing and therapeutic care provided to over 10,000 children and adults a day
  • July 2018 Care Quality Commission (CQC) rating of ‘Good’ with ‘Outstanding’ features
  • Flexible working patterns offered across all services
  • Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
  • Accredited Level 3 Disability Confident Leader
  • SCFT is an inclusive employer that promotes equality and challenges discrimination, and welcomes applications from people of all backgrounds. Applications from Black, Asian and Minority Ethnic (BAME) candidates, disabled candidates and LGBT+ candidates are particularly encouraged, to ensure the Trust’s workforce reflects the diverse communities it serves.

    Detailed job description and main responsibilities
    The post holder will be expected to provide administrative and secretarial support to a team of General Managers and Clinical Services Managers.

    The post holder will oversee the teams’ diaries, lead on diary management as required, organise and facilitate relevant meetings, including preparing the agenda, room and IT equipment, booking venues, taking minutes.

    The role will support the Clinical Services Managers and General Manager to manage staff training and appraisal logs, always ensuring confidentiality of staff information.

    The role will provide administrative support for recruitment, including liaising with agencies and other teams

    The post holder will manage and prioritise their own workload and provide cover for other administrative staff during times of leave and unplanned absence.

    For full details please refer to the Job Description and Person Specification attached

    Person specification

    Qualifications
    Essential criteria

  • Either a NVQ (or equivalent) in a relevant subject or good standard of Secondary Education
  • Experience
    Essential criteria

  • Experience of secretarial or administrative work/activity
  • Skills and knowledge
    Essential criteria

  • Ability to communicate clearly and concisely both verbally and in writing, including observation, empathy, listening skills and the ability to follow instructions from senior staff
  • Knowledge and experience of using Microsoft packages
  • This post may close earlier than the published closing date if sufficient applications are received.

    Correspondence relating to this vacancy will be conducted electronically. If you have not heard from us within two weeks please assume that your application has been unsuccessful on this occasion. Please ensure that you check your emails, including your junk folder, on a regular basis. References will be requested electronically as well; please ensure you provide correct contact details for referees.

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