Responsible to: Community Mental Health Hub Manager
Location: Based in Pennywell, Sunderland, with possible city-wide travel
Contract type: Fixed Term - 31st March 2026
Hours: Full-time, 37.5
Main duties of the job
We have an opportunity for an experienced administrator to provide effective and efficient administrative support to the functions in our Community Hub, including an efficient reception service and coordination of staff, visitors, and room bookings.
The post holder will be expected to have a flexible approach to this role, providing support across two locations in the city.
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES
1. Use a variety of software packages (including Excel, MS Office/Word, and PowerPoint) to manage data and produce documents and presentations.
2. Manage appointment books and clinical sessions.
3. Meet & greet patients and visitors.
4. Run reports to support analysis for the project.
5. Provide day-to-day support to the operations of services.
6. Provide diary support to the Hub team facilitating site visitors.
7. Provide meeting support, including dissemination of papers, minute-taking, and managing attendance.
8. Order stationery and equipment, supporting safe site management from where services are delivered.
9. Manage internal room bookings and conferencing facilities, supporting room setup.
10. Maintain records and collate data.
11. Support the wider team with key aspects of workload and respond to information requests and updates as necessary.
12. Liaise with partner organisations to collect and display information and leaflets, completing appropriate referrals on request.
13. Travel across the city to support service delivery is expected in this role.
14. Comply with all relevant national and local statutory and mandatory requirements, including Health & Safety and Infection Control.
The post holder will work in an environment where individual differences and contributions of all staff are recognized and valued. All employees, patients, carers, and the public are entitled to be treated with dignity and respect, and no form of discrimination, intimidation, bullying, or harassment will be tolerated.
This is not intended to be an exhaustive list but a guide to the key areas of the role.
Person Specification
Motivation and Skills
* Can demonstrate the ability to prioritise and work to deadlines.
* Can demonstrate excellent communication, organisational, and problem-solving skills.
* Ability to manage a variety of competing priorities and meet deadlines.
* Ability to work effectively and collaboratively within a team and on own initiative.
* Ability to be flexible and adapt to changing and challenging circumstances.
Qualifications
* GCSE or equivalent in Mathematics and English.
* Trained and proficient in the use of Microsoft Word, Excel, PowerPoint, Outlook, and other Microsoft Office applications.
* Training in the requirements of GDPR.
Experience
* Proven experience of working in an office/reception environment.
* Demonstrable and strong experience of administrative work and managing a busy workload.
* Experience of handling confidential information.
* Ability to take accurate notes and record minutes.
* An understanding of health inequalities and the challenges these present.
* Mental Health First Aid.
* Record and process messages accurately.
* Ability to handle telephone queries and understand when to involve others.
Other
* Full, valid driving licence and use of own car, also demonstrable business insurance use valid policy.
* DBS check will be carried out as part of your employment checks, DBS clearance is a requirement of the role.
Disclosure and Barring Service Check
This 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.
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