Job overview
Administrator
A vacancy has arisen for an administrator with good communication skills and excellent organisational/clerical abilities to work with the Healthy Child Programme (HCP) teams in Worthing West Sussex.
The Worthing teams work together as a hub and there are two bases – one in Lancing and one in Durrington. The administrator can chose their preferred base.
All our HCP teams are busy but friendly and diverse.
Main duties of the job
You will need to work independently and collaboratively with the Team Lead, clinical staff, and the other Administrators within the team and across the Hub. The post requires a flexible approach as it involves working with different disciplines within the HCP. The ability to work to deadlines, under pressure and without supervision is essential.
The following skills are essential to the role: experience with databases such as SystmOne and be able to learn new IT systems easily, competency with Microsoft Office systems and word processing, excellent telephone manner and communication skills, and maintenance of strict confidentiality. The successful candidate will liaise with a range of professionals, manage waiting lists, book appointments, book venues, maintain stock control of resources, maintain and create databases and spreadsheets, and importantly, maintain a positive attitude, embodying the values of the organisation.
Working for our organisation
SCFT is an organisation that is inclusive, vibrant and celebrates success. We have positive NHS Staff Survey results and the Care Quality Commission (CQC) rates our quality of services as good with outstanding features.
The Healthy Child Programme has achieved Unicef GOLD standard for promoting best practice in infant feeding.
Sussex Community NHS Foundation Trust (SCFT) is the largest community healthcare provider in Sussex.
Over 8,400 full time, part time and bank staff members
Medical, nursing and therapeutic care provided to over 10,000 children and adults a day
July 2018 Care Quality Commission (CQC) rating of ‘Good’ with ‘Outstanding’ features
Flexible working patterns offered across all services
Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
Accredited Level 3 Disability Confident Leader
SCFT is an inclusive employer that promotes equality and challenges discrimination, and welcomes applications from people of all backgrounds. Applications from Black, Asian and Minority Ethnic (BAME) candidates, disabled candidates and LGBT+ candidates are particularly encouraged, to ensure the Trust’s workforce reflects the diverse communities it serves.
Detailed job description and main responsibilities
Taking on Champion Roles and Champion meetings i.e. Health & safety & SystmOne electronic records, and relaying this information to the team.
Management of hub admin rota.
Supporting new administrators in practice.
Develop and maintain efficient systems for processing workloads.
Good knowledge with use of Microsoft packages.
To support team lead in administrational and performance reporting duties (in terms of looking at Scholar).
To carry out any other hub administrator duties including; photocopying, managing hub email, duty/appointments line, and management of S1 tasks.
Accurately recording telephone messages, dealing with enquiries from other agencies and service users.
Empathetic approach when dealing with staff or service users including dealing with difficult situations.
Attend hub and admin team meetings on a regular basis.
Making up meeting agendas and taking minutes.
Ordering stationary and PPE for the hub.
Maintaining medical equipment databases and raising I.T support requests.
Provide reciprocal cover for annual leave and sickness absence.
Supporting team lead with quarterly Health & Safety environmental risk assessments.
Organise workload showing ability to prioritise in order to achieve set time scales.
Able to work within boundaries of the role and to ask/ seek support if needed.
The role is primarily office based 9-5 Monday – Friday.
Person specification
Qualification
Essential criteria
Good standard of secondary education to GSCE level or equivalent
RSA 2 or equivalent knowledge gained through relevant experience
Computer related certificate or equivalent
Experience
Essential criteria
Previous secretarial experience
Experience of typing and producing business documents – e.g. letters and reports
Experience of use of electronic record systems ie RIO/SystmOne
Experience of using a PC and Microsoft Windows packages
Experience of answering telephone calls from the public/patients
Desirable criteria
Experience of working in a health setting
Experience of data inputting, databases
Experience of using virtual contact platforms such as MS Teams or Zoom
Skills and Knowledge
Essential criteria
Ability use Outlook and email systems
Good written and verbal communication skills
Ability to communicate effectively by telephone, email and face to face
Demonstrate good organisational skills, methodical approach and attention to detail
Time management, ability to prioritise and deal with unpredictable work pattern
Ability to take notes at meetings and transcribe
Ability to work as an effective team member
Ability to organise diaries and planning meeting
The willingness to attend training sessions in relation to new technology
Ability to work flexibly to meet the needs of the service
Desirable criteria
Use of PowerPoint and Excel packages
This post may close earlier than the published closing date if sufficient applications are received.
Correspondence relating to this vacancy will be conducted electronically. If you have not heard from us within two weeks please assume that your application has been unsuccessful on this occasion. Please ensure that you check your emails, including your junk folder, on a regular basis. References will be requested electronically as well; please ensure you provide correct contact details for referees.
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