Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Part time - 18.75 hours per week (Thursday and Friday full day, other day flexible)
- Job ref
- 354-AE-21354-1
- Employer
- Sussex Partnership NHS Foundation Trust
- Employer type
- NHS
- Site
- St Mary's House
- Town
- Eastbourne
- Salary
- £25,760 - £27,476 pro rata
- Salary period
- Yearly
- Closing
- 29/10/2026 23:59
Employer heading
Admin Assistant
NHS AfC: Band 3
Come and join us
We’re looking for people who share our values of compassion, accountability and optimism to help us provide high quality care for the patients, carers, families and communities we serve. We specialise in NHS mental health and learning disability services and we’re proud to make a difference every day.
At SPFT we put people first. We’ll do everything possible to help you feel respected, valued and included. You’ll have opportunities to learn, grow and gain new experiences to support your career, with access to lifelong learning and professional development.
We actively promote flexible working and understand how important work life balance is, especially in healthcare. Whether it’s part time hours, hybrid working or flexible start and finish times, we’ll explore what works for you and the role.
We recognise that tools like AI are becoming part of everyday life and you may choose to use them when preparing your application. We welcome this, as long as what you submit reflects your own experience, skills and voice. AI can be helpful for structuring or refining your answers, but it should not replace your own examples or create content that isn’t based on your real experience.
Our recruitment process is designed to get to know you, and we’ll explore your examples further at interview, so it’s important your application genuinely represents what you bring. You can read more about using AI in applications and interviews on our recruitment process page.
We’re shaping a workplace where ideas are encouraged, technology supports you and everyone has a voice in how we improve. If that sounds like the kind of organisation you want to be part of, we’d love to hear from you.
Job overview
To provide a comprehensive and efficient administration support to the team including handling correspondence and dealing with telephone enquiries.
Liaison with other directorates, agencies and staff at all levels both internally and externally.
Ensure that all documents and correspondence are dealt with correctly being uploaded into the electronic patient record system.
Recording attendance at out-patient appointments by service users on the electronic patient record system.
To be responsible for processing and sending out-patient appointment letters once typed and approved with a variety of self-help information when advised to do so.
Open and process incoming and outgoing mail (including emails) for the team.
Ensure all information is handled in a confidential manner in line with relevant policies.
Organisation of non-urgent patient transport for service users when requested
Photocopying, faxing and filing as required.
Maintaining stationery supplies and requesting items to be ordered timely by supervisors.
Provision of cover for other members of the administration team.
Any other administrative tasks appropriate for the grade.
Main duties of the job
Assist with all administrative tasks required for the role, including monitoring the admin inbox, covering colleagues breaks, covering reception and telephones.
Assisting clinical colleagues with administrative tasks
Working for our organisation
All staff are required to abide by the standards of behaviour expected by their professional body and the standards of behaviour expected of all staff in the Trust disciplinary policy and procedure.
All staff are required to adhere to all Trust policies and procedures and are responsible for making themselves aware of these policies and procedures. All staff are required to treat information relating to patient, employees and business of the Trust in the strictest confidence. Under no circumstances should such information be discussed with any unauthorised person(s) or organisations. At all times employees are required to comply with the provisions of the Data Protection Act.
All staff are required to maintain their own awareness of, and comply with, policies and procedures relating to Health and Safety (whether statutory or Trust), and assist in ensuring the compliance of other staff.
Detailed job description and main responsibilities
Secretarial duties: Assisting with appointment letters/discharge letters, Taking minutes for MDT and professional meetings.
Reception duties: Provide reception duties, meet and greet visitors and patients, taking accurate messages and providing follow up actions.
Telephone duties: on rotation answering incoming calls to St Mary's House, taking accurate messages and actioning and requests.
Person specification
Qualifications
Essential criteria
- GCSE or equivalent at Grade C or above to include English and Maths
Knowledge/Experience
Essential criteria
- Proven experience of a range of administration and secretarial procedures.
- Experience of producing documents to a high standard of presentation and accuracy
- Experience of generating own correspondence
- Experience of maintaining office systems
- Experience of working as part of a team
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Louise Huggett
- Job title
- Admin Team Lead
- Email address
- [email protected]
- Telephone number
- 03003040590
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