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 work to provide and effective and efficient administrative support to the functions in our Community Hub's to provide an efficient reception service, as well as co-ordination of staff, visitors and room bookings.
The post holder will be expected to have a flexible approach to this role providing support across 2 locations in the city.
About us
Sunderland GP Alliance began in 2015 and as a limited company we have grown to over 200 employees today. We are innovative in responding to the changing needs of a 21st century health care system. With a not-for-profit ethos people are at the heart of everything we do. Whether it is a patient being seen at one of our GP practices or out of hours service, or the people at the heart of the Alliance who make it a great friendly place to work. We want people to realise their potential inside and outside of work which is why we support your development and offer 33 days holiday plus bank holidays.
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, support safe site management from where services are delivered.
9. Manage internal room bookings and conferencing facilities, support room set up.
10. Maintain records and collation of data.
11. Support the wider Team with key aspects of workload and respond to information requests and updates as necessary, being able to run key tasks as delegated.
12. Liaise with partner organisations to collect and display information and leaflets, complete 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 the contributions of all our staff are recognised 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.
Confidentiality
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the Alliance may only be divulged to authorized persons in accordance with the Alliance's policies and procedures relating to confidentiality, and the protection of personal and sensitive data.
Health & Safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Alliance's Health & Safety Policy to include:
1. Identifying the risk involved in work activities and undertaking such activities in a way that manages those risks.
2. Ensuring that all accidents or dangerous accidents are reported and investigated and follow up action taken where necessary.
Equality and Diversity
The post-holder will support the quality, diversity and rights of patients, carers and colleagues to include:
1. Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with current legislation.
2. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
3. Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings, priorities and rights.
Quality
The post-holder will strive to maintain quality within the Alliance, and will:
1. Alert other team members to issues of quality and risk.
2. Assess own performance and take accountability for own actions, either directly or under supervision.
3. Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance.
4. Work effectively with individuals in other agencies to meet patients' needs.
5. Effectively manage own time, workload and resources.
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
1. Communicate effectively with other team members.
2. Communicate effectively with patients and carers.
3. Recognize people's needs for alternative methods of communication and respond accordingly.
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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