Job summaryAn opportunity has arisen for a permanent secretary to join our Community Dementia Services administration team, who cater for people living with dementia and older adults who have mental health needs. The successful applicants' remit will be to support staff across all clinical functions in a supportive and constantly evolving environment. The successful applicant will be expected to work from Monday to Friday (9am-5pm). We are looking for applicants who are enthusiastic, positive, organised and enjoy working as part of a team. Previous experience in an NHS setting or administration would be beneficial, however training will be provided to assist with knowledge and competencies. You will be supported with a tailored training development plan, regular supervision, support from senior colleagues and your peers. The base for this post is New Park House, Horsham.Main duties of the jobThe team secretary will have daily liaison with a wide range of staff at all levels and regular contact with service users and their carers, who may at times be distressed or angry. The Team Secretary will be responsible for ensuring the effectiveness of the office environment for the team.The team secretary will also provide a full secretarial and administrative duties, including:Typing and sending clinic lettersBooking appointments and diary managementTelephone calls to and from service users, carers, staffMinuting meetingsAbout usWe are a large NHS Mental Health and Learning Disabilities Trust in South East England. We are looking for people to help us provide high quality services for the patients, carers and local communities we serve. We want patients and staff to recommend our organization as a place where they would be happy for their friends and family to be treated. You can help us do this by bringing your skills, experience and commitment to Sussex Partnership.Job descriptionJob responsibilitiesTo provide a comprehensive range of secretarial and administrative services to the team.To liaise with other departments and services and to respond effectively to enquiries from the general public, service users, referrers and other agencies.To consistently deliver a client focussed service which promotes good customer service and effective working relationships.To provide comprehensive and efficient secretarial support to the team; this will include handling all aspects of correspondence, including processing referrals and dealing with telephone enquiries.Liaise with other directorates and staff at all levels, both internally and externally.Ensure that all documents and correspondence are filed correctly.To produce word processed letters to a high standard of presentation and accuracy using appropriate Trust templates, in line with Trust guidelines. Some letters and reports may contain very distressing content.To be responsible for initiating and sending out, without reference, routine correspondence and a variety of self-help information.To be responsible for managing the diaries of the team and prioritising competing needs Organise and facilitate relevant meetings, preparing the agenda, taking minutes.To open and process incoming and outgoing mail for the team. To act as contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons involved.To provide cover for other secretarial and administrative staffTo participate in the Trusts supervision and appraisal system. Ensure that all information is handled in a confidential manner, in line with the relevant policiesPerson SpecificationQualificationsEssentialNVQ 3 or equivalentRSA 3 or equivalent experience and evidence of further practical experience or equivalentGood standard of secondary education; GCSE at Grade C or above or equivalentSkillsEssentialAbility to deal sensitively with staff and clients in person and on the telephone. Ability to communicate effectively.Ability to liaise on behalf of the team both within and outside the organisationAwareness of the importance of confidentiality - ability to work within appropriate boundaries.Ability to use good judgement skills when dealing with enquiries and problemsAbility to be able to plan workload, manage diaries, organise appointments, planning workload associated with key meeting datesPlanning, organising and facilitating meetings and minute takingAbility to work on own initiative and prioritise own workloadAbility to work to tight deadlines and deal with conflicting demandsAbility to work collaboratively within a team.Maintains stationery stock levelsKnowledge of Microsoft Word, Excel, Outlook, Power pointAbility to be able to concentrate on specific activities for prolonged periods of timeAbility to be able to deal with conflicting demandsAbility to deal with multiple deadlinesAbility to deal with emotionally sensitive and challenging materialAbility to use computer equipmentDisclosure and Barring Service CheckThis post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.Employer detailsEmployer nameSussex Partnership NHS Foundation TrustAddressNew Park HouseNorth StreetHorshamRH12 1RJEmployer's websitehttps://www.sussexpartnership.nhs.uk/ (Opens in a new tab)