Job summary
- Main area
- admin
- Grade
- Band 4 indicative
- Contract
- Permanent
- Hours
- Part time - 28 hours per week
- Job ref
- 150-MT1202-COR
- Employer
- Sussex Community NHS Foundation Trust
- Employer type
- NHS
- Site
- Brighton General Hospital
- Town
- Brighton
- Salary
- pro rata
- Closing
- 01/09/2024 23:59
Employer heading
Administrator for Emergency Planning
Band 4 indicative
Job overview
The post holder will support the Emergency Planning Team to coordinate the Trusts resilience activities by providing a comprehensive administrative and secretarial support, maintain records, and the distribution of relevant information.
The post holder will be able to support the Emergency Planning Team in the delivery of the Trusts Emergency Preparedness Resilience and Response (EPRR) agenda, ensuring that Sussex Community NHS Foundation Trusts (SCFT) fulfils its legal obligations and responsibilities under the Civil Contingencies Act 2024, NHS England EPRR Framework, Business Continuity Standards, the Health and Social Care Act 2012 and other government planning requirements.
Main duties of the job
a) The ability to manage concurrent projects with conflicting priorities.
b) Keep and maintain accurate and up to date records of Emergency and Business Continuity Plans.
c) Support the preparation of training materials as required and participate in in house training events.
d) To be the first point of contact for emergency planning and resilience queries in the absence of the Emergency Planning Team.
e) Ability to continually analyse risks and threats that may affect the Trust
f) Prepare data reports providing trust information on emergency planning and business continuity and assist with the compilation of reports.
g) Assist with the formatting of key documents.
h) Arranging and coordinating Resilience Group meetings, including organisation of agenda and associated papers, reviewing and updating actions.
i) Support the testing of the equipment in the Incident Coordination Centres and maintain supplies of all necessary resources to ensure smooth running of the control room in an incident.
j) Takes responsibility for keeping an accurate database for training, incidents and actions.
k) Assist with the dissemination of communications in relation to emergency planning and business continuity, including maintain and updating the EPRR intranet page.
l) To provide support to incidents (loggist) and assist in operating and maintaining the Trust Incident Coordination Centre.
Working for our organisation
We are the main provider of NHS community services across East and West Sussex. Our 6,000 staff serve a population of 1.3 million providing essential medical, nursing, and therapeutic care to adults and children.
Our Trust vision is to provide excellent care at the heart of the community, helping people plan, manage, adapt to changes in their health, supporting avoidable hospital admissions and reducing hospital stay times.
We have opportunities for everyone across our wide variety of services including medical, clinical, support and corporate services.
Why work for us?
- Positive 2023 NHS Staff Survey results, scoring highly in compassionate culture & leadership, and staff wellbeing support
- Variety of working environments across the community, in patients' homes, within our community hospitals and bases across the county
- Supportive flexible working patterns such as: part time, flexi time, annualised hours, and flexi retirement options
- Excellent training and development opportunities
- Research opportunities
- Cost-effective workplace nurseries in Crawley, Hove and Brighton
- Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
- Level 3 accredited Disability Confident Leader, committed to creating inclusive workplaces
- Veteran Aware Trust, achieving accreditation from Veterans Covenant Healthcare Alliance (VCHA)
- Located in stunning Sussex, with easy access to the South Downs and the coast
- Access to a wide range of benefits and discounts for NHS staff
Detailed job description and main responsibilities
a) Provide efficient, comprehensive and professional administration and secretarial support to the Emergency Planning Lead.
b) To provide administrative support to the emergency planning team including, managing the emergency planning inbox, disseminating complex and sensitive information to relevant stakeholders; and answering general enquires.
c) Assist the Emergency Planning Team with maintaining accurate and up to date records of service level Business Continuity Plans.
d) Support the Emergency Planning Team review of EPRR risk assessments in conjunction with the National and Community Risk Register and ensure they are documented on the Trust Risk Register.
e) Leading on record keeping of plan update schedules, staff training and participation and debrief tracker updates.
f) Arrange training sessions for key response rolls and maintain a register of those who have been trained and when they are due for updates.
g) Ensure all interested parties are updated, warned and informed in relation to resilience plans for the Trust.
h) Participate appropriately as a member of the Trust’s Resilience Group.
i) Use own judgement when making actions and decisions in relation to emergency planning enquires.
j) In the absence of the Emergency Planning Team be single point of contact for all enquires.
Person specification
Qualifications
Essential criteria
- at least 5 GCSEs grades A-C (including maths and english)
- Foundation level degree or NVQ level 3 or equivalent, plus proven knowledge and experience of administrative procedures and systems
Experience
Essential criteria
- experience of working in a team environment
- experience of working in an administrative role or similar function
- experience of producing documents to a high standard of presentation with good accuracy
- experience of maintaining detailed data base and spreadsheet information
- working to strict deadlines and under pressure
Desirable criteria
- experience of working in a large complex organisation, operating within organisation frameworks
- experience in emergency planning, business continuity
- experience in multi agency and partnership working with other NHS Trusts, Local Authority, Emergency Services
Skills
Essential criteria
- excellent communication skills both written and verbal
- ability to give clear instruction and communicate concisely and accurately in written or verbal form
- ability to be able to plan workload, manage diaries, planning workload associated with key meeting dates
- excellent time management and prioritisation skills
- planning, organising and minute taking meetings
- ability to work on own initiative and prioritise own workload
- ability to work to tight deadlines and deal with conflicting demands
- excellent IT skills in word, excel and the use of internet
Desirable criteria
- ability to work with minimal supervision
- ability to prepare and provide clear and concise reports
- experience of being flexible and adaptable at work in order to meet competing priorities and varying situations
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Rebecca Allsopp
- Job title
- Emergency Planning Lead
- Email address
- [email protected]
- Telephone number
- 07741329464
- Additional information
Available: Tuesday to Thursday 8am - 5.30pm
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