Secretary/Administrator

The Child Development Centre are looking for a part time Secretary/Administrator. The successful candidate must be professional, enthusiastic, organised and work well in a team environment.Main duties of the jobThe 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 multidisciplinary team members to organise appointments.Typing letters, reports and documentation as required. Liaising with external agencies. Ensuring referrals are processed efficiently. Manage all enquires in an effective manner. Support all clinical staff with general administrative tasks as requested.About usWe 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 2023 NHS Staff Survey results, scoring highly in compassionate culture & leadership, and staff wellbeing supportVariety of working environments across the community, in patients' homes, within our community hospitals and bases across the countySupportive flexible working patterns such as: part time, flexi time, annualised hours, and flexi retirement optionsExcellent training and development opportunitiesResearch opportunitiesCost-effective workplace nurseries in Crawley, Hove and BrightonThriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networksLevel 3 accredited Disability Confident Leader, committed to creating inclusive workplacesVeteran Aware Trust, achieving accreditation from Veterans Covenant Healthcare Alliance (VCHA)Located in stunning Sussex, with easy access to the South Downs and the coastAccess to a wide range of benefits and discounts for NHS staffJob responsibilitiesTo undertake general office duties including photocopying, faxing and distribution of documents as required and opening and distributing of postTo deal effectively, sensitivity and diplomatically with incoming calls both internal from NHS staff and external from the public and outside professionals, taking accurate informationTo 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 timesUndertake any other duties necessary in the interests of the service and to raise concerns where necessary which may affect efficient provision of service.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 roleBe aware in the CDC environment of volatile situations and how to manage in the confines of your role and how to escalateProviding a comprehensive and efficient Secretarial/Administration service for Child Development Centre medical/clinical staff. This involves audio typing of medical letters, statutory medical and clinical reports, documents, forms, witness statements and other correspondence as required which includes using medical terminology.This will include confidential child protection reports within required timescales, with accuracy. Ensuring a timely dispatch of outgoing post.To produce and check correspondence and medical reports that are visually attractive and of a high standard of readability using Microsoft OfficeTo 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 requiredEnsure follow up appointments are recorded via patient electronic system (SystmOne) within the timeframes dictated by statutory guidelinesDeal with correspondence and telephone queries for medical/clinical staff as required, maintaining efficient records are recorded appropriately via patient electronic system (SystmOne)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 roleTo undertake task management on the patient electronic system (SystmOne) as requiredliaise with the Centre Co-ordinator/Clinical Services Manager regarding complaints and queries received by phone or electronicallyYou will be required to take notes/minutes at local team meetings and transcribe themCollate and present data/information as requested, using agreed systems and formatsTo participate in supporting service development for the Child Development Centre ServicePerson SpecificationQualificationsSchool GCSE's or equivalentExperience with Microsoft Office including proficiency in word, Excel and outlook.Knowledge of basicExperienceWorking in an office environment where a large and diverse range of callers and Visitors are receivedPrevious experience of activities that involve receiving queries from others providing information, directions or taking and passing on messagesProducing documents, letters and email using ITKeeping personal or sensitive information confidential.1-2 years of secretarial/administration experienceWorking as part of a team - making a contribution and helping others.Skills and KnowledgeGood Communication skills and good telephone mannerAbility to co-ordinate tasks and assess independently for priority and meet deadlinesAbility to work as a teamAbility to adapt to changing service needs and take on new tasks as requiredOther requirementsAn understanding of the principles of equal opportunities in relation to staff and patientsDisclosure and Barring Service CheckThis 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.Child Development Centre, Nightingale Primary Care CentreChild Development Centre, Nightingale Primary Care Centre
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