Job overview

An exciting opportunity has arisen for an Administrator with good communication skills and excellent organisational/clerical abilities to work with the West Sussex Looked After Children team in Worthing.

To provide a comprehensive secretarial and administrative service to a Looked After Children Health Team (LAC) including communicating with the public, dealing efficiently with correspondence without reference and regular inputting of client details onto the database.

Main duties of the job

You will need the ability to work independently and collaboratively with team members and other administrator/s in the team. The post requires a flexible approach as it involves working with differing disciplines. 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
  • Knowledge of Microsoft Office programs, especially Word and Excel
  • Excellent telephone manner and communication skills
  • A robust understanding of strict confidentiality
  • The successful candidate will be expected to liaise with a range of professionals, book venues, order stock and manage stock control of resources, create and maintain databases and spreadsheets, and maintain an accurate filing system.

    Working for our organisation

    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
    To produce letters and correspondence often without reference and using own initiative using an electronic record system

    To prepare and type reports from draft documents – these will include child protection reports of a sensitive and/or distressing nature

    To take minutes or notes of meetings, transcribe and distribute as necessary

    To produce materials used in group presentations or for distribution to clients as requested and required

    To manage efficient office systems, primarily SystmOne, and provide secretarial support to the LAC team / team lead

    To deal in a professional, helpful and sensitive manner with clients, staff and other professionals and agencies, by telephone or face to face

    Please see attached JD and PS for further information.

    Person specification

    Qualifications and/or Professional Registration
    Essential criteria

  • Good standard of secondary education to GSCE level or equivalent with minimum grade C/level 4 for English and Maths
  • RSA 2 or equivalent knowledge gained through relevant experience
  • Desirable criteria

  • Computer related certificate or equivalent i.e. EDLC
  • Experience
    Essential criteria

  • Previous secretarial experience
  • Experience of data inputting, databases
  • Desirable criteria

  • Experience of use of electronic record systems i.e. RIO/SystmOne
  • Experience of working with/dealing with the Public
  • Skills and Knowledge
    Essential criteria

  • Proficient using Outlook and email systems and proficient using Microsoft Word, PowerPoint, and Excel
  • Good written and verbal communication skills
  • Ability to be self-directed and work alone, to manage own workload and work to deadlines
  • Demonstrate good organisational skills, methodical approach and attention to detail
  • Ability to work as an effective team member
  • To be able to maintain confidentiality and deal with sensitive information
  • Desirable criteria

  • Knowledge of work of a NHS Community Health Trust
  • Other requirements
    Desirable criteria

  • Car driver with access to a car for work
  • 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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