Job overview

An excellent opportunity has arisen for a motivated Administrator to support the Children’s Community Team in Lancing.

The successful candidate will need to possess excellent organisational skills and the ability to prioritise their own workload. Communication and IT skills are essential as well as excellent typing skills. Previous experience with SystmOne is desirable but not essential.

Sussex Community NHS Foundation Trust is a friendly and welcoming place of work where the welfare and development of all staff is a priority. This culture creates a highly positive and motivating work environment.

Main duties of the job

The provision of comprehensive administrative and clerical support to a Children’s Community Nursing Team.

To independently manage an office administration system which enables the team to work effectively to support the operational issues of the Children’s Community Nursing Team and overarching elements of the Children’s Community Nursing Service.

Liaising with clinical services and other departments, both internal and external, observing strict confidentiality and maintaining accurate records.

Working for our organisation

Sussex Community NHS Foundation Trust (SCFT) is the largest community healthcare provider in Sussex.

  • Over 8,400 full time, part time and bank staff members
  • Medical, nursing and therapeutic care provided to over 10,000 children and adults a day
  • July 2018 Care Quality Commission (CQC) rating of ‘Good’ with ‘Outstanding’ features
  • Flexible working patterns offered across all services
  • Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
  • Accredited Level 3 Disability Confident Leader
  • SCFT is an inclusive employer that promotes equality and challenges discrimination, and welcomes applications from people of all backgrounds. Applications from Black, Asian and Minority Ethnic (BAME) candidates, disabled candidates and LGBT+ candidates are particularly encouraged, to ensure the Trust’s workforce reflects the diverse communities it serves.

    Detailed job description and main responsibilities
    Arrange service meetings on a regular basis, including booking rooms.

    Organise agendas, take minutes and collate all relevant papers relating to meetings and/or appointments.

    Support team lead in maintaining up to date staff information within Business Continuity Plan and personal staff records

    Open mail, sort and re-direct as necessary.

    Book patient transport as required

    Undertake photocopying, scanning and distribution of documents as required

    Accurately complete electronic monthly salary returns for the Children’s Community Nursing team, ensuring your Team Leader sends to payroll in according with payroll timetable.

    Calculate staff annual leave entitlements

    Maintain records of absence for the team which includes holiday and sickness

    Support team lead in maintaining staff rota on Health Roster and SystmOne

    To support the team in maintaining up to date database of Medical Devices and Assets for the Children’s Community Nursing Team arranging servicing and maintenance of medical devices when required

    Order IT equipment and medical devices, as required

    Maintain departmental stationary stock.

    To access the Shared Business (SBS) system to purchase stock and non-stock equipment and consumables on a weekly basis, including assisting in the processing of invoices for approval.

    Receive supplies ordered, on a weekly basis, arrange for delivery of patient supplies by volunteer service.

    To communicate with patients and their families as necessary via a number of methods including telephone, email and via SystmOne.

    Report estates issues when required

    Please see attached JD and PS for further information

    Person specification

    Essential criteria

  • NVQ Level 3 or equivalent qualification in business administration.
  • Applicants with a lower level qualification who have equivalent experience will be considered
  • School leaving qualification (GCSE or equivalent) in maths and English language or able to demonstrate equivalent competence.
  • Experience
    Essential criteria

  • Working in a large open office environment with a diverse team of professionals
  • Dealing directly with young people, parents/carers and members of the public.
  • Arranging meetings involving people from different organisations – including co-ordinating diaries, booking meeting rooms and sending out agendas and papers.
  • Stock control, ordering supplies and processing financial documentation.
  • Communicating effectively with a diverse range of people.
  • Handling personally or commercially sensitive information.
  • Organising the work of others – including setting up rotas, monitoring workload and performance.
  • Desirable criteria

  • Contributing to the development of administrative or office procedures
  • Able to use and navigate SystemOne
  • Skills & Knowledge
    Essential criteria

  • Able to communicate and explain administrative procedures and issues in a clear, concise manner
  • Able to respond in a kind and sensitive way to parent who may be upset or worried about their health or care.
  • Able to organise meetings, ensuring a range of people are brought together at the same time and have the correct information.
  • Able to work as part of a team and ensure that clinical and managerial colleagues are well- supported and not required to frequently get involved in administrative matters.
  • Able to write clear meeting minutes or notes.
  • Advanced skills in using Microsoft Office software to create attractive and well laid-out documents and presentations. Able to use Microsoft Outlook for diary, workload and email management.
  • Fast, accurate keyboard skills, including audio typing skills.
  • Able to carry out basic calculations using Microsoft Excel.
  • Desirable criteria

  • Able to listen to and accurately represent the views of others when inviting feedback about administrative matters.
  • Other Requirements
    Essential criteria

  • There may be some requirement to travel to other Trust sites to attend meetings.
  • This post may close earlier than the published closing date if sufficient applications are received.

    Correspondence relating to this vacancy will be conducted electronically. If you have not heard from us within two weeks please assume that your application has been unsuccessful on this occasion. Please ensure that you check your emails, including your junk folder, on a regular basis. References will be requested electronically as well; please ensure you provide correct contact details for referees.

    Employer certification / accreditation badges