Children's Community Nursing Team Administrator

Job description

Job responsibilities

Communication and working relationships:

• To liaise with other administrators/secretaries within Childrens Community Nursing service as necessary.
• To liaise both internally and externally between families and staff and with various organisations.
• Deal with all telephone enquiries effectively, ensuring a prompt, accurate and polite response. Acting on own initiative when necessary and appropriate.
• Ensure good Diary management for Children and Young Peoples Community Nursing team including planning and organising staff rotas when required.
• In conjunction with all administrators within Children and Young Peoples Community Nursing, provide support to ensure there is adequate administrator cover during periods of sickness or annual leave.

Key responsibilities:

• To be proficient in word processing and in maintaining spreadsheets in an accurate and professional style.
• To record and maintain accurate database of children and families in the Children and Young Peoples Community Nursing Team.
• To be proficient in the use of patient electronic records system adopted by the organisation.
• Ensure all data is stored at the required SCFT level of confidentiality.
• Organise and prioritise own workload resolving conflicting diary appointments and schedules.
• Adopt a flexible attitude to take account of the changing needs of the service and respond accordingly

Main tasks

• Arrange service meetings on a regular basis, including booking rooms.
• Organise agendas, take minutes and collate all relevant papers relating to meetings and/or appointments.
• Support team lead in maintaining up to date staff information within Business Continuity Plan and personal staff records
• Open mail, sort and re-direct as necessary.
• Book patient transport as required
• Undertake photocopying, scanning and distribution of documents as required
• Accurately complete electronic monthly salary returns for the Childrens Community Nursing team, ensuring your Team Leader sends to payroll in according with payroll timetable.
• Calculate staff annual leave entitlements
• Maintain records of absence for the team which includes holiday and sickness
• Support team lead in maintaining staff rota on Health Roster and SystmOne
• To support the team in maintaining up to date database of Medical Devices and Assets for the Childrens Community Nursing Team arranging servicing and maintenance of medical devices when required
• Order IT equipment and medical devices, as required
• Maintain departmental stationary stock.
• To access the Shared Business (SBS) system to purchase stock and non-stock equipment and consumables on a weekly basis, including assisting in the processing of invoices for approval.
• Receive supplies ordered, on a weekly basis, arrange for delivery of patient supplies by volunteer service.
• To communicate with patients and their families as necessary via a number of methods including telephone, email and via SystmOne.
• Report estates issues when required
• Support other administrators across the Childrens Community Nursing Service as required.

Person Specification

Qualifications

Essential

• Educated to GCSE Level in Maths and English or equivalent

Desirable

• Secretarial qualification and/or A Levels and/or NVQ Level 3 or equivalent

Experience

Essential

• Ability to use Microsoft packages to set up documents and spreadsheets and extract information
• Experience of administrative, clerical and secretarial work

Desirable

• Good working knowledge of office administrative and secretarial practice systems
• Knowledge of medical terminology

Skills and Knowledge

Essential

• Good written and verbal communication
• Strong organisational skills: ability to work to deadlines, prioritise tasks, manage own workload
• Good interpersonal skills
• Flexibility and ability to work under pressure
• Able to prioritise and manage own workload and work without direct supervision
• Able to exercise initiative when dealing with issues within own specialist area of competence

Desirable

• Willing to develop and expand information technologies

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Sussex Community NHS Foundation Trust

Address

Lancing

The Quadrant, 60 Marlborough Road

LANCING

BN15 8UW

Employer's website

https://www.sussexcommunity.nhs.uk/work-with-us/ (Opens in a new tab)