Job summary
The Child Development Centre at Brighton General Hospital is seeking a part-time Secretary/Administrator to work 22 hours per week.
The role includes covering reception on Fridays from 8:30am to 4:30pm, with the remaining 14.5 hours offered flexibly for the right candidate.
We are looking for someone who is professional, reliable, flexible and enthusiastic, with strong organisational skills and excellent communication abilities.
You will be a key point of contact for patients, colleagues and external stakeholders, providing a supportive and efficient response to a wide range of queries. The role also involves supporting clinicians with their caseloads, ensuring patient records are accurately maintained, up to date and secure.
If you are a team-player who enjoys working in a busy, supportive environment and takes pride in delivering high-quality administrative support, we would love to hear from you.
Please note: Due to recent changes in UK immigration and visa rules, this role may not 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.
Skilled Worker visa: going rates for eligible occupation codes - GOV.UK
Health and Care Worker visa: If you'll need to meet different salary requirements - GOV.UK
Main duties of the job
The successful candidate will be responsible for undertaking a wide range of secretarial and administrative duties. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with team members to organise appointments.
Ensuring appointments are booked and processed affectively and managing diaries. Liaising with external agencies as and when necessary. Typing letters, reports and documentation as required. . Managing all enquires in an effective manner. Supporting all clinical staff with general administrative tasks as requested.
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 2023 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 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 Trusto Beautiful Sussex location near the South Downs and coast
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 administrative duties as required, to enable the efficient running of the Child Development Centre participating fully as a team member.This may include undertaking any other duties at the request of the Line Manager, which are commensurate with the role.
b) To work with administration colleagues in the Child Development Centre to provide necessary cover for annual leave and sick leave commensurate with the role
c) Supporting Voluntary staff to fully understand any requests that they have been asked to undertake
d) Report problems as they arise, solving them if possible/appropriate
e) Use and maintain resources efficiently and effectively, reporting damaged and faulty equipment when identified
f) To order general stationary and office supplies as and when required
g) The work involves close contact with children with special needs and difficulties and their families; to treat everyone you encounter with dignity and respect. Recognising that people are different avoids discrimination
h) To provide administrative support which will include managing diaries, typing correspondence, telephone calls, post, test results, typing minutes, booking and outcoming appointments and processing any follow up tasks.
i) To support Administration Assistants as and when required
j) Accurately documenting messages, distributing as appropriate and following up where necessary.
k) Prioritise own workload, ensuring urgent correspondence are typed first according to urgency and departmental guidelines
Please see full job description for further details.
Job description
Job responsibilities
a) To undertake general administrative duties as required, to enable the efficient running of the Child Development Centre participating fully as a team member.This may include undertaking any other duties at the request of the Line Manager, which are commensurate with the role.
b) To work with administration colleagues in the Child Development Centre to provide necessary cover for annual leave and sick leave commensurate with the role
c) Supporting Voluntary staff to fully understand any requests that they have been asked to undertake
d) Report problems as they arise, solving them if possible/appropriate
e) Use and maintain resources efficiently and effectively, reporting damaged and faulty equipment when identified
f) To order general stationary and office supplies as and when required
g) The work involves close contact with children with special needs and difficulties and their families; to treat everyone you encounter with dignity and respect. Recognising that people are different avoids discrimination
h) To provide administrative support which will include managing diaries, typing correspondence, telephone calls, post, test results, typing minutes, booking and outcoming appointments and processing any follow up tasks.
i) To support Administration Assistants as and when required
j) Accurately documenting messages, distributing as appropriate and following up where necessary.
k) Prioritise own workload, ensuring urgent correspondence are typed first according to urgency and departmental guidelines
Please see full job description for further details.
Person Specification
Qualifications
Essential
- School GCSE's or equivalent
- Experience with Microsoft Office including proficiency in word, Excel and outlook.
Desirable
- Knowledge of basic Medical Terminology
Experience
Essential
- Working in an office environment where a large and diverse range of callers and Visitors are received
- Previous experience of activities that involve receiving queries from others providing information, directions or taking and passing on messages
- Producing documents, letters and email using IT
- Keeping personal or sensitive information confidential.
- 1-2 years of secretarial/administration experience
Desirable
- Working as part of a team - making a contribution and helping others.
Skills and Knowledge
Essential
- Audio typing skills
- Good Communication skills and good telephone manner
- Good time management skills
- Ability to co-ordinate tasks and assess independently for priority and meet deadlines
Desirable
- Ability to work as a team
- Ability to adapt to changing service needs and take on new tasks as required
Other Requirements
Essential
- oAn understanding of the principles of equal opportunities in relation to staff and patients
Desirable
- To produce a letter with 0-2 mistakes made in audio test
Person Specification
Qualifications
Essential
- School GCSE's or equivalent
- Experience with Microsoft Office including proficiency in word, Excel and outlook.
Desirable
- Knowledge of basic Medical Terminology
Experience
Essential
- Working in an office environment where a large and diverse range of callers and Visitors are received
- Previous experience of activities that involve receiving queries from others providing information, directions or taking and passing on messages
- Producing documents, letters and email using IT
- Keeping personal or sensitive information confidential.
- 1-2 years of secretarial/administration experience
Desirable
- Working as part of a team - making a contribution and helping others.
Skills and Knowledge
Essential
- Audio typing skills
- Good Communication skills and good telephone manner
- Good time management skills
- Ability to co-ordinate tasks and assess independently for priority and meet deadlines
Desirable
- Ability to work as a team
- Ability to adapt to changing service needs and take on new tasks as required
Other Requirements
Essential
- oAn understanding of the principles of equal opportunities in relation to staff and patients
Desirable
- To produce a letter with 0-2 mistakes made in audio test
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.
