Team Administrator

Job overview

The Admin Support Officer provides a comprehensive range of administrative support to Sussex Gender Service, ensuring efficient operations and high-quality service delivery. You will provide person-centred administrative support that reflects the SGS values. You will respond to enquiries from the public, service users, carers, referrers, and partner agencies, and liaise and collaborate with other departments and services to ensure seamless communication and coordination.

Main duties of the job

• Respond promptly and professionally to enquiries, arrange appointments, and manage correspondence between service users and the clinical team.
• Coordinate onward referrals and provide appropriate signposting to other services.  Liaise effectively with external stakeholders, including GP practices, surgical teams, and specialist healthcare providers.

• Organise and prioritise own workload under the guidance of the leadership team, in line with service priorities.  Exercise discretion and maintain confidentiality when handling sensitive personal information, adhering to data protection and organisational policies.  Ensure accurate and comprehensive recording of information within service users’ electronic records.

Detailed job description and main responsibilities

The Admin Support Officer provides essential administrative support to Sussex Gender Service.

The role involves regular engagement with the trans, non-binary and intersex (TNBI) community, supporting service users throughout their journey with SGS. In this role, you will handle sensitive and emotionally challenging situations, such as responding to phone calls and emails from individuals sharing difficult personal circumstances, who may at times be distressed or angry, and proofreading clinical letters containing detailed diagnostic information and other potentially distressing content. We provide support and training, including line management supervision, reflective practice, flexible working, stress risk assessment and action plans.

Our admin office is in Brighton, and you can also work from home. The usual working pattern is between Monday - Friday, 9-5pm.

The role involves communication and administrative tasks, including:

• Liaison with colleagues, members of the public, service users and carers, SGS colleagues, SPFT staff, GPs, referrers, and other agencies.

• Occasional in-person contact with service users (please note: SGS does not have a dedicated reception or face-to-face admin provision).

• Use of Microsoft Office applications.

• Provide support to the clinical team in the effective use of systems and assist with delivering training as required.

• Using the electronic record system, SystmOne.

• Booking appointments and sending reminders to service users.

Essential requirements:

• A strong understanding of the needs and experiences of the Trans, Non-binary, and Intersex (TNBI) community.
• Experience of managing tasks effectively in a busy, fast-paced setting while maintaining accuracy and attention to detail.
• Confident making and receiving phone calls.
• Competent in using Microsoft applications, including SharePoint, Word, Excel, Outlook, and Teams.
• Capable of handling distressing or emotional situations.

Desirable requirements:

• Experience working with individuals experiencing mental health difficulties.
• Previous experience working within a healthcare environment.
• Ability to persevere and remain focused in challenging or difficult circumstances.

See job description for full details.

For enquiries contact [email protected] 0300 304 3349