About this role
Job summary
This role will provide quality assistance and administrative services to the Culture & OD team, primarily supporting the day to day delivery of Staff Health and Wellbeing services and activities, while contributing to cross-cover across the wider team.
This role will provide a thoughtful, respectful and person-centred service, embedding equality, diversity and inclusion principles into day to day working, and building and maintaining effective working relationships.
Main duties of the job
The Culture and OD Assistant, Health and Wellbeing will provide a full assistant and administrative support service, primarily to the Staff Health and Wellbeing function. This will include acting as a first point of contact for staff through the Staff Health and Wellbeing shared mailbox and other contact routes; supporting wellbeing initiatives and events; processing requests and purchases through the Trust purchasing system; supporting invoice administration; and maintaining accurate records.The post holder will also provide agreed cross-cover for administrative activity across the wider Culture & OD team, including shared inboxes, meetings, training and events, during periods of leave, sickness, vacancies or peaks in workload.
The post holder will respond to queries appropriate to their job role and refer more complex queries to Staff Health and Wellbeing Leads or other Culture & OD team colleagues as appropriate.
About us
Sussex Partnership NHS Foundation Trust (SPFT) provides mental health, learning disability and neurodevelopmental services across Sussex, supporting people to live healthy, fulfilling lives. We are committed to being an employer of choice, creating a compassionate, inclusive and high-performing culture where colleagues feel valued, supported and able to thrive.
The Culture, Leadership & Organisational Development team plays a key role in delivering this ambition by supporting leadership development, organisational effectiveness, staff engagement, culture improvement and workforce transformation across the Trust. Working within a collaborative and supportive team, the postholder will contribute to Trust-wide initiatives that strengthen leadership capability, improve staff experience and support the delivery of high-quality care for the populations we serve.
Job description Job responsibilities
Provide assistant and administrative support to Staff Health and Wellbeing, including responding to routine queries, organising and supporting meetings, training and wellbeing activities, processing requests through Oracle or other Trust systems, and maintaining accurate records. Act as a first point of contact for internal and external Staff Health and Wellbeing enquiries via shared mailboxes, telephone and events, receiving and sending information with tact where it may be complex or sensitive, and actioning or escalating enquiries to the appropriate colleague. Initiate and send routine correspondence, providing clear signposting to staff health and wellbeing resources and services, including Occupational Health, the Employee Assistance Programme and other Trust support offers. Support the administration and promotion of staff wellbeing initiatives and schemes, which may include wellbeing events, cycle-to-work, employee assistance, staff benefits and other health and wellbeing offers, in line with agreed procedures and guidance. Support meetings, training webinars and events by arranging dates and venues, managing bookings, issuing joining information and agendas, taking minutes or notes, recording actions, preparing materials, supporting evaluation activity and assisting with on-the-day logistics. Maintain relevant Staff Health and Wellbeing records, trackers, project plans, intranet content and standard information, making routine updates and referring substantive content changes for approval. Collate and accurately record management information, service-usage data and evaluation feedback for review by the Staff Health and Wellbeing Leads or relevant contract lead. Provide administrative support for Occupational Health, Employee Assistance Programme and other wellbeing contracts, including collation of routine usage information, meeting administration, invoice checks and liaison with suppliers, escalating discrepancies or concerns to the relevant lead. Assist with purchasing and invoice administration, including raising or processing requests, maintaining records and liaising with Finance, Procurement, suppliers and colleagues as required. Liaise with directorates, staff at all levels and external suppliers in relation to Staff Health and Wellbeing processes, activities and events. Provide agreed cross-cover to the wider Culture & OD team, supporting shared inboxes, routine administration, meetings, training and events when required. Work collaboratively with the other Culture & OD Assistants and wider team, undertaking reasonable ad hoc duties and providing cover for holidays, sickness and other absence, commensurate with the general duties and banding of the post. Stay updated on relevant Trust policies, procedures and guidance required to carry out the role safely and effectively.
Person Specification
Qualifications Essential
5 GCSEs at Grade 4 (C) or above, including Maths and English
Knowledge / Experience / Skills / Values Essential
Understanding of equality, diversity and inclusion principles Experience of working in an administrative capacity Working knowledge of Microsoft Office suite, including MS Teams Experience of working as part of a team Experience of producing documents to a high standard of presentation and accuracy Knowledge of current NHS performance agenda Excellent communication skills Ability to liaise on behalf of the team both within and outside the organisation, exchanging complex or sensitive information with tact and persuasion Awareness of the importance of confidentiality and good information governance Ability to work on own initiative and plan own workload Understanding of and alignment to Sussex Partnership NHS Foundation Trust's values Commitment to providing a quality service as part of the Culture & OD team
Desirable
Understanding of key issues and support methods relating to staff wellbeing in the workplace Experience of working in the NHS Experience with purchasing systems and processes Experience of working with employee resource groups/staff networks Good prioritisation skills and an ability to deal with conflicting demands
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Sussex Partnership NHS Foundation Trust
Address Portland House
44 Richmond Road
Worthing
BN11 1HS
United Kingdom
Employer's website https://www.sussexpartnership.nhs.uk/ (Opens in a new tab)