Job summary
An exciting opportunity to work alongside a range of highly motivated healthcare professionals in the provision of healthcare services to children within the Chichester Child Development Centre.
The successful candidate will support the administration of the Chichester Child Development Centre, under the instruction of the Centre Coordinator, to ensure seamless operations of the centre and its services and to facilitate good healthcare to patients.
This will involve liaising with a range of clinical services and other departments, both internal and external, observing strict confidentiality and maintaining accurate records.
This opportunity is for 22.5hrs a week, split over either a minimum of 3 days, or up to 5 days.
"Please note: Due to recent changes in UK immigration and visa rules, this role is unlikely to be eligible for Skilled Worker visa sponsorship. Applicants who do not currently have the right to work in the UK may not be considered. Candidates requiring sponsorship should review the eligibility criteria on the gov.uk website before applying to assess their eligibility for a Certificate of Sponsorship for this role."
For any queries, please contact
Karen Jarvis, CDS Co-ordinator, Chichester CDC @karenjarvis1@nhs.net
or
Joshua Quach, Deputy Operational Head of Service, Chichester CDC @ joshua.quach@nhs.net
Main duties of the job
To provide administrative services within the Child Development Centre under the direction of the Centre Coordinator to facilitate smooth day to day operations, which will include referral management, ordering of materials and resources, liaising with other services, managing paper and electronic correspondence with patients or health professionals, managing room bookings and collating data.
In the event of staff absence, you may also be required to share the responsibility of covering Reception duties to provide an efficient and friendly front of house service for the Child Development Centre.
About us
We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.
Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.
Why work for us?o Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeingo Varied environments: community hospitals, patients' homes, and bases across Sussexo Flexible working options: part-time, flexi-time, annualised hours, and flexi-retiremento Excellent training, development, and research opportunitieso Accredited Living Wage Employer, we ensure fair pay for all our staffo Cost-effective workplace nurseries in Crawley, Hove, and Brightono Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networkso Level 3 Disability Confident Leader and Veteran Aware Trust
Our values--Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence--guide everything we do.
We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.
This post may close early if sufficient applications are received.
Job description
Job responsibilities
a) To undertake general office duties including photocopying, scanning and distribution of documents as required.
b) To deal effectively, sensitivity and diplomatically with incoming calls both internal from NHS staff and external from the public and outside professionals, taking accurate information
c) To be able to work unsupervised and prioritise workload on a day to day basis, liaising with other team members to ensure continuity of service at all times.
d) Undertake any other duties necessary in the interests of the service and to raise concerns where necessary which may affect efficient provision of service.
e) To use SystmOne patient electronic system to manage tasks and ensure accurate electronic patient records are maintained. This will include scanning documents and booking patients onto clinical rotas training will be given and the level of using SystmOne will be commensurate to your role
f) Be aware in the CDC environment of volatile situations and how to manage in the confines of your role and how to escalate
g) To produce and check correspondence and medical reports that meet trust branding guidelines and of a high standard of readability using Microsoft Office
h) To log and manage new referrals and add them to the correct triage list, liaising where necessary with the triage team to collect any further required information.
i) To book clinics for new referrals, follow up appointments and joint multi-disciplinary assessments, and ensure that complete and up to date medical notes are available for each patient if required
j) Ensure follow up appointments are recorded via patient electronic system (SystmOne) within the timeframes dictated by statutory guidelines
k) Deal with correspondence and telephone queries for medical/clinical staff as required, maintaining efficient records are recorded appropriately via patient electronic system (SystmOne)
l) To receive emails, telephone enquiries and visitors regarding appointments, meetings and queries taking any necessary action by passing on accurate messages or resolving issues appropriate to your role
m) Maintain stationery stocks, undertaking ordering stationery, other office supplies and clinical equipment as required using the Oracle system
n) To undertake task management on the patient electronic system (SystmOne) as required
o) Liaise with the Centre Co-ordinator/Deputy Operational Head of Service regarding complaints and queries received by phone or electronically
p) You will be required to take notes/minutes at local team meetings and transcribe them
q) Collate and present data/information as requested, using agreed systems and formats
r) To participate in supporting service development for the Child Development Centre Service
Job description
Job responsibilities
a) To undertake general office duties including photocopying, scanning and distribution of documents as required.
b) To deal effectively, sensitivity and diplomatically with incoming calls both internal from NHS staff and external from the public and outside professionals, taking accurate information
c) To be able to work unsupervised and prioritise workload on a day to day basis, liaising with other team members to ensure continuity of service at all times.
d) Undertake any other duties necessary in the interests of the service and to raise concerns where necessary which may affect efficient provision of service.
e) To use SystmOne patient electronic system to manage tasks and ensure accurate electronic patient records are maintained. This will include scanning documents and booking patients onto clinical rotas training will be given and the level of using SystmOne will be commensurate to your role
f) Be aware in the CDC environment of volatile situations and how to manage in the confines of your role and how to escalate
g) To produce and check correspondence and medical reports that meet trust branding guidelines and of a high standard of readability using Microsoft Office
h) To log and manage new referrals and add them to the correct triage list, liaising where necessary with the triage team to collect any further required information.
i) To book clinics for new referrals, follow up appointments and joint multi-disciplinary assessments, and ensure that complete and up to date medical notes are available for each patient if required
j) Ensure follow up appointments are recorded via patient electronic system (SystmOne) within the timeframes dictated by statutory guidelines
k) Deal with correspondence and telephone queries for medical/clinical staff as required, maintaining efficient records are recorded appropriately via patient electronic system (SystmOne)
l) To receive emails, telephone enquiries and visitors regarding appointments, meetings and queries taking any necessary action by passing on accurate messages or resolving issues appropriate to your role
m) Maintain stationery stocks, undertaking ordering stationery, other office supplies and clinical equipment as required using the Oracle system
n) To undertake task management on the patient electronic system (SystmOne) as required
o) Liaise with the Centre Co-ordinator/Deputy Operational Head of Service regarding complaints and queries received by phone or electronically
p) You will be required to take notes/minutes at local team meetings and transcribe them
q) Collate and present data/information as requested, using agreed systems and formats
r) To participate in supporting service development for the Child Development Centre Service
Person Specification
Qualifications
Essential
- Relevant School leaving qualifications (GCSE or equivalent)
Desirable
- SVQ/NVQ Level 3 or equivalent (A-Level) qualification in Business Administration
Healthcare Administration Qualifications and Experience
Essential
- Work in office environment
- Dealing directly with customers, patients and members of the public
- Diary management, booking appointments, meetings
- Communicating effectively with a diverse range of people
- Handling sensitive information
Desirable
- Prioritisation of workload
- Write and transcribe meeting minutes
- Stock control and ordering
- Experience working with children and their families
- Experience working in healthcare (directly or indirectly)
Experience
Essential
- Experience with Microsoft Office
- Experience managing and reporting data
Desirable
- Experience with Healthcare Administration and Terminology
- Experience with SystmOne
Person Specification
Qualifications
Essential
- Relevant School leaving qualifications (GCSE or equivalent)
Desirable
- SVQ/NVQ Level 3 or equivalent (A-Level) qualification in Business Administration
Healthcare Administration Qualifications and Experience
Essential
- Work in office environment
- Dealing directly with customers, patients and members of the public
- Diary management, booking appointments, meetings
- Communicating effectively with a diverse range of people
- Handling sensitive information
Desirable
- Prioritisation of workload
- Write and transcribe meeting minutes
- Stock control and ordering
- Experience working with children and their families
- Experience working in healthcare (directly or indirectly)
Experience
Essential
- Experience with Microsoft Office
- Experience managing and reporting data
Desirable
- Experience with Healthcare Administration and Terminology
- Experience with SystmOne
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.
