Administrator - Healthy Child Programme

Job summary
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.
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.
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
Job description
Job 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.
Job description
Job 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
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
Level 2 or 3 recognised qualification
Experience
Essential
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
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
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
Use of PowerPoint and Excel packages
Person Specification
Qualification
Essential
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
Level 2 or 3 recognised qualification
Experience
Essential
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
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
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
Use of PowerPoint and Excel packages
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.
Certificate of Sponsorship
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 .
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. .
Additional information
Certificate of Sponsorship
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 .
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. .
Employer details
Employer name
Sussex Community NHS Foundation Trust
Address
Rose Wing Horsham Hospital
Hurst Road
Horsham
RH12 2DR
Employer's website