Job vacancy: Referrals Administration Co-ordinator, Sussex Partnership NHS FoundationTrust, Worthing

Job summary

Main area: Administration
Grade: NHS AfC: Band 4
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 354-AC-21182

Employer: Sussex Partnership NHS FoundationTrust
Employer type: NHS
Site: Chanctonbury Building, Swandean
Town: Worthing
Salary: £27,485 - £30,162 per annum
Salary period: Yearly
Closing: 02/10/2025 23:59

Referrals Administration Co-ordinator

NHS AfC: Band 4

Come and join us

We're looking for people who share our values (compassion, accountability and optimism) to help us provide high quality care to the patients, carers, families and local communities we serve. We specialise in providing NHS mental health and learning disability services.

So what can we offer you in return?

We're an organisation which puts people first. We'll do everything possible to help you feel respected, valued and included. We'll help you learn, acquire new skills and gain further experience to support your career development. And we'll provide the opportunity for you to bring your fresh ideas to work about how we can do things differently and continue improving.

You will also be joining a health and care system committed to working together to do the best we can for the communities we serve. Above all, at Sussex Partnership you'll have the chance to make a difference to the lives of the patients, carers and families across our communities.

As a Trust we are committed in making a difference. Your development is important to us, so don't forget to ask us during interview what opportunities we can offer. We can offer fully funded lifelong learning opportunities such as an apprenticeship from GCSE to Masters level.

If you like the sound of that, then come and join our team.

Detailed job description and main responsibilities

To provide effective secretarial support including diary management, phone calls and typing correspondence producing documents to a good standard, using Trust templates, in line with Trust guidelines.
To arrange, prepare the agenda for and take minutes of triage meetings and other meetings as directed.
To lead on the administration process for the recruitment of staff – i.e., sending interview letters, servicing interview panel and liaising with recruitment team subsequent to interview.
In conjunction with the manager organise and co-ordinate staff training.
To maintain records of sickness/absence/leave for the team.
To maintain up to date staff details including emergency contacts details etc.
To provide/obtain reports and data as required.
Administration
To provide a comprehensive and professional secretarial and administration service to the triage team.
To operate and update computerised database systems including trust systems and any bespoke systems local to the team.
To operate and update any waiting lists contained within the team.
To maintain comprehensive paper and electronic filing systems.
To provide support to colleagues in relation to difficult or anxious service users, carers and relatives be it face to face or over the phone.
To organise any additional resources required for appointments or meetings, for example, interpreters.
To participated in a rota to cover reception duties if required
Administration systems and staff
In conjunction with the manager set up and continue to develop effective administrative services to ensure a timely and efficient service to the team, service users and associated individuals, including accessibility of policies/procedures/information, safe and storage of service user records, effective filing systems, communications systems, referral systems and personnel records.
To maintain an overview of the administration function and workflow within the team discussing any areas of concern with the manager.
To co-ordinate the work of other administrative staff within the team, delegating responsibilities, monitoring performance and maintaining high standards and good practice amongst the administrative staff and administrative systems.
In conjunction with the service manager be actively involved in the recruitment and retention of administrative staff, i.e. short-listing and interviewing.
To ensure there is adequate cover provided amongst administrative staff during times of annual leave, training and sickness.
Office Management
To liaise with the building manager regarding building wide protocols including moving equipment, phone lines and building security.
To be responsible for staff induction with regard to safety and security including setting the burglar alarm, ensuring that staff follow the appropriate procedure in notifying late clinics and their presence in the building by using lone worker protocol.
To take responsibility for effective use of office supplies.
To manage petty cash floats and any other financial procedures in line with Trust procedures
Order stock and non-stock items on the Oracle system.
General
To carry out any other duties in line with the grade and scope of the post, working as part of the team and to cover as necessary for annual leave and sickness.
To assist with any additional duties the clinical team may take on.
To act as a resource on ICT matters, as appropriate
To participate in the Trusts supervision and appraisal system.
To ensure that own essential training is maintained and up to date. To attend any local training/development sessions as appropriate.

Person specification

Qualifications

Essential criteria

NVQ 3 in Business & Administration or evidence of equivalent practical experience
RSA 3 or equivalent experience and evidence of further practical experience
Good standard of secondary education; GCSE at Grade C or above

Desirable criteria

European Computer Driving Licence Certificate

Sussex Partnership NHS FT is committed to supporting a diverse workforce that reflects our communities. Our workforce is currently under-represented from Black and Minority, Ethnic and disabled communities and we would welcome applications from these communities.

We regret that we are unable to advise candidates if they have not been shortlisted. If you have not heard from us within three weeks of the closing date please assume that you have been unsuccessful on this occasion.

In the event of an excessive number of applicants the Trust reserves the right to close this vacancy earlier than indicated.

Sussex Partnership NHS Foundation Trust takes its responsibilities for the safeguarding and protection of children and young people and vulnerable adults very seriously and expects this of all its employees and bank workers. The Trust works with adult and children’s social care to ensure that the integrated service has systems in place to equip staff and bank workers with the knowledge and skills to recognize abuse, and take action to safeguard and protect vulnerable adults and children and young people. It is expected that all staff and bank workers familiarise themselves with the appropriate structures and policies and with the Sussex child protection and safeguarding procedures and the Sussex multi-agency policy and procedures for safeguarding vulnerable adults and undertake the relevant essential training and further training appropriate to their role.

Successful candidates are normally offered salaries at the bottom of the relevant salary range. However, where previous or equivalent NHS experience in a similar role can be demonstrated and evidenced, this may be taken into consideration when setting the starting salary.

Defence Employer Recognition Scheme (ERS) - Bronze

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

Apply online now

Further details / informal visits contact

Name: Helen Garrett
Job title: Admin Team Leader
Email address: [email protected]
Telephone number: 03003040055

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Job summary

Employer heading

Referrals Administration Co-ordinator

NHS AfC: Band 4

Job overview

Main duties of the job

Working for our organisation