Job summary
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.
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 internal and external professional teams, book venues, order stock and manage stock control of resources, create and maintain databases and spreadsheets, and maintain an accurate filing system.
This is a part-time role for 22.5hrs per week, based in Haywards Heath but a willingness to occasionally travel to other West Sussex bases is essential
Main duties of the job
To provide a comprehensive secretarial and administrative service to the Looked After Children Health Team including communicating with the public, dealing efficiently with correspondence without reference, and regular inputting of client details onto the database.
To support the Named Nurse for Looked After children with identified tasks e.g. maintenance of staff records (annual leave, sickness, supervision), arrangement and taking minutes of meetings, monitoring key performance indicators, training compliance
To support the Looked After Children team to meet its statutory requirements for Looked After Children aged 0-18yrs
About us
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.
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
The Looked After Children team is a friendly community-based team working from 3 main bases, Worthing, Haywards Heath and Chichester
Job description
Job responsibilities
To manage efficient office systems, primarily SystmOne, and provide secretarial support to the Looked After Children 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
To give or receive messages from staff and external agencies, which may be of a complex and sensitive nature
To use appropriate databases, for instance the CCHIS and SystmOne for person tracing, searching for client NHS numbers, to obtain information about GP registration or to find correct client details
To share and cascade relevant written information to team members as required.
To manage and maintain systems for the filing of client records, including processing of new registrations and despatch of client records (i.e. to other HCP teams, CCHIS, and archive storage)
To maintain confidentiality at all times when dealing with sensitive Trust information.
Please see attached JD and PS for further information.
Job description
Job responsibilities
To manage efficient office systems, primarily SystmOne, and provide secretarial support to the Looked After Children 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
To give or receive messages from staff and external agencies, which may be of a complex and sensitive nature
To use appropriate databases, for instance the CCHIS and SystmOne for person tracing, searching for client NHS numbers, to obtain information about GP registration or to find correct client details
To share and cascade relevant written information to team members as required.
To manage and maintain systems for the filing of client records, including processing of new registrations and despatch of client records (i.e. to other HCP teams, CCHIS, and archive storage)
To maintain confidentiality at all times when dealing with sensitive Trust information.
Please see attached JD and PS for further information.
Person Specification
Qualifications
Essential
- 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
- Computer related certificate or equivalent i.e. EDLC
Experience
Essential
- Previous secretarial experience
- Experience of typing and producing business documents - e.g. letters and reports
- Experience of data inputting, databases
Desirable
- Experience of working in a health setting
- Experience of use of electronic record systems i.e. RIO/SystmOne
- Experience of working with/dealing with the Public
Skills and Knowledge
Essential
- Proficient using Outlook and email systems
- Proficient using Microsoft Word, PowerPoint, and Excel
- Ability to communicate effectively by telephone, email and face to face
- 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
- Time management, ability to prioritise and deal with unpredictable work pattern
Other requirements
Essential
- An understanding of the principle of equal opportunities in relation to staff and clients
Desirable
- Car driver with access to a car for work
Person Specification
Qualifications
Essential
- 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
- Computer related certificate or equivalent i.e. EDLC
Experience
Essential
- Previous secretarial experience
- Experience of typing and producing business documents - e.g. letters and reports
- Experience of data inputting, databases
Desirable
- Experience of working in a health setting
- Experience of use of electronic record systems i.e. RIO/SystmOne
- Experience of working with/dealing with the Public
Skills and Knowledge
Essential
- Proficient using Outlook and email systems
- Proficient using Microsoft Word, PowerPoint, and Excel
- Ability to communicate effectively by telephone, email and face to face
- 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
- Time management, ability to prioritise and deal with unpredictable work pattern
Other requirements
Essential
- An understanding of the principle of equal opportunities in relation to staff and clients
Desirable
- Car driver with access to a car for work
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
