Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Service hours 9-5pm Monday to Friday.)
- Job ref
- 150-KW10045-CSS
- Employer
- Sussex Community NHS Foundation Trust
- Employer type
- NHS
- Site
- Rose Wing Horsham Hospital
- Town
- Horsham
- Salary
- £22,816 - £24,336 per annum pro rata
- Salary period
- Yearly
- Closing
- Today at 23:59
Employer heading
Administrator - Healthy Child Programme
Band 3
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) 0-5 years team in Horsham West Sussex. The role will be based at Horsham Hospital.
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 Horsham 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
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 2022 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
- 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
- Business or administrative qualification equivalent knowledge gained through relevant experience
- Computer related certificate or equivalent experience
Desirable criteria
- Level 2 or 3 recognised qualification
Experience
Essential criteria
- Previous administrative experience
- Experience of typing and producing business documents – e.g. letters and reports
- Experience of use of electronic record systems ie RIO/SystmOne/Mosaic
- 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
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Emma Passmore
- Job title
- Team Lead
- Email address
- [email protected]
- Telephone number
- 07979 851042
- Additional information
Lisa Humphrey
Team Lead
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