Administrative Assistant - Brighton, United Kingdom - Sussex Community NHS Foundation Trust

Sussex Community NHS Foundation Trust

Verified Company

Brighton, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

To support the day-to-day administrative needs of the AHP Professional Leadership Team, managing conflicting demands including ongoing and ad-hoc tasks To provide a first line enquiry service for staff, external agencies and clients To order and maintain adequate levels of stationery and equipment as required by the team To maintain expected standards of office safety and security To coordinate a range of team meetings with internal and external staff (including booking venues; preparing and circulating meeting papers; taking notes; writing up formal minutes; and following up on actions) and to manage diaries for team as required Receive and sort internal and external mail and deal with each appropriately To deal with letters to patients if required To support the induction of new junior staff/trainees by demonstrating administrative duties according to departmental procedures and policies To provide cover for the PA to Associate Director for Allied Health Professionals during sickness and annual leave absence To participate in audits, surveys or other research as necessary to role To be responsible for maintaining and designing a range of complex databases, and to analyse, present and communicate data to colleagues To provide administrative support for a range of internal training programmes (maintaining booking records; updating staff learning records; gathering/analysing feedback; suggesting and implementing changes to service delivery) To log, escalate and follow up IT, Estates and HR issues on behalf of team using appropriate trust-wide systems Keeping office systems up-to-date, devising and maintaining efficient filing, clerical and office systems (ensuring the maintenance of accurate and secure records adhering to the Trusts Data Protection policy) Maintaining confidentiality and adhering to information governance protocols when dealing with personnel, staff and patient issues and sensitive Trust information Ordering PPE, stationery, consumables and services using Trust finance systems and liaising with colleagues in Purchasing and Finance and external suppliers to reconcile invoices Ordering (and maintaining records of) medical devices according to Trust procedures and policies.

Word processing of reports and correspondence, including amending and tidying documents and work prepared by others, drafting routine correspondence for approval by senior staff, and without reference sending out routine correspondence using software packages as appropriate (e.g. Word, Excel, PowerPoint and Outlook) plus newsletter publication and management of social media accounts where appropriate Organisation chart Associate Director for Allied Health Professionals PA to Associate Director for Allied Health Professionals and Deputy Associate Director for Allied Health Professionals Administrative Assistant to the AHP Leadership Team The post holder may have tasks or responsibilities delegated to them, appropriate to their level of competence. They may also be expected to delegate tasks or responsibilities to other staff, as appropriate.

The Delegation Policy sets out the expectation of staff regarding the safe delegation of clinical care and therapeutic interventions to unregistered practitioners and support workers.