Team Administrator

at  Sussex Partnership NHS FoundationTrust

The South East Forensic Child and Adolescent Mental Health Service (FCAMHS) is a specialist referral service which is accessible to all services and organisations that work with children and young people who are high risk with complex needs in the South East of England.
The service operates across the South East Region and is run collaboratively between three mental health trusts - Sussex Partnership NHS Foundation Trust, Surrey and Borders NHS Foundation Trust and North East London NHS Foundation Trust.
We are a friendly and supportive multidisciplinary team who work with young people up to the age of 18. Our hours are Monday to Friday 9am to 5pm.
The post is based at Highmore, Hailsham, East Sussex.
We are looking for a team administrator who will work alongside the team, assisting with supporting the service delivery.
You will work directly for the Forensic CAMHS Service providing a comprehensive and highly efficient secretarial and administrative support service to them and their teams as appropriate.
To be responsible for the management of effective office systems, including appointment booking, multiple diary management and robust filing systems.
Provide a first point of contact for all email and telephone enquiries from a broad spectrum of people, including 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.
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 managerial correspondence.
The South East Forensic Child and Adolescent Mental Health Service (FCAMHS) is a specialist referral service which is accessible to all services and organisations that work with children and young people who are high risk with complex needs in the South East of England.
The service operates across the South East Region and is run collaboratively between three mental health trusts - Sussex Partnership NHS Foundation Trust, Surrey and Borders NHS Foundation Trust and North East London NHS Foundation Trust.
We operate a ‘consultation and liaison’ approach to work collaboratively with the referrer and all other relevant agencies, such as schools, Social Services, CAMHS, Police and Youth Offending Services, to provide a local, timely and coordinated assessment and care plan, which gives an appropriate level of treatment that is balanced with the needs of the individual
Our focus is on staff wellbeing, we have regular 1-1 meetings where we can discuss things confidentially and we encourage peer support and training.
To work directly for the Forensic CAMHS Service providing a comprehensive and highly efficient secretarial and administrative support service to them and their teams as appropriate.
To be responsible for the development and management of effective office systems, including appointment booking, multiple diary management and robust filing systems. Uploading referrals to Carenotes, maintaining Excel spreadsheets, uploading documents to Carenotes and adding diary appointments.
Provide a first point of contact for all email and telephone enquiries from a broad spectrum of people, including 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.
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 managerial correspondence.
To screen and distribute all mail, including emails, received for the Forensic CAMH Service, drawing attention to urgent issues, drafting and sending, without reference, response to routine correspondence.
To plan team events, booking venues as appropriate, arranging catering, equipment requirements and producing detailed delegate packs.
To service monthly team meetings, ensuring agenda’s and meeting minutes are distributed in a timely manner with agreed action points noted. Travel to various sites will be required.
To maintain personnel information concerning staff and assist in staff documentation systems (e.g. sickness absence, reporting /recording systems).
To photocopy and distribute documents both internally and externally as required.
To carry out other general office duties eg. laminating, and shredding of confidential papers and documents.
To be proactive in organising and prioritising workload, managing own time effectively, highlighting problems as they arise and proposing possible solutions within available resources.
Office Administration
Attend and fully participate in regular team meetings, to assist the development of best practice and standardisation of administration processes across the service.
To be responsible for maintaining the team’s Trust policy and procedure folders as and when updated versions are available.
To maintain and monitor electronically held clinical caseload and contact information for the Service, ensuring data held on the Trust Information Systems is accurate and up to date at all times.
Assist the Service in developing, implementing and maintaining care group specific policies, protocols and related systems and propose changes to administrative protocols and related systems.
Assist with the management of the care group office environment, setting the appropriate standards and culture, and ensuring that work is delivered on time and to the highest standards.
D evelop working relationships with key people within the Trust to help support and develop the business of the care group and to play an active part in developing a culture of performance management.
Financial & Resources
Raise orders on Oracle and monitor invoices.
Responsible for ordering of supplies for the Service, other key staff across the management team and maintaining supplies for the office administration service for which responsible.
General
To fully participate in the Trust’s performance review and personal development planning process on an annual basis.
Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development planning process.
To achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
To contribute positively to the effectiveness and efficiency of the teams in which he/she works

Please refer the Job description for details