About this role
Job summary
To provide a comprehensive secretarial and administrative service to a HCP team including communicating with the public, dealing efficiently with correspondence without reference, typing and preparing reports from draft (to include child protection reports which may be of a sensitive nature) and regular inputting of client details onto the database.
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 aa) To support the HCP Team Lead with identified tasks e.g. maintenance of staff records (annual leave, sickness, supervision), arrangement and taking minutes of meetings, monitoring key performance indicators, training compliance
bb) To support the HCP team delivering health promotion and prevention of ill health messages to all families with a child/children/young person aged 0 - 19
cc) To be engaged in the induction programme and offer buddy support to new colleagues in post.
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 produce letters and correspondence often without reference and using own initiative using an electronic record system
b) To prepare and type reports from draft documents these will include child protection reports of a sensitive and/or distressing nature
c) To take minutes or notes of meetings, transcribe and distribute as necessary
d) To produce materials used in group presentations or for distribution to clients as requested and required.
e) To assist the HCP team in the organisation of group activities including sending invitations and liaising with speakers as required
f) To manage and prioritise workload on a daily basis and deal with the competing demands of the HCP team
g) To manage efficient office systems, primarily SystmOne, and provide secretarial support to the HCP team / team lead
h) To deal in a professional, helpful and sensitive manner with clients, staff and other professionals and agencies, by telephone or face to face
i) To give or receive messages from staff and external agencies, which may be of a complex and sensitive nature
j) To receive messages that may be of a challenging and sensitive nature. To ensure these are relayed to the appropriate individual
k) To enter safeguarding information onto the Early Help system as required by the HCP practitioners
l) To use appropriate databases, for instance the CCHIS and SystmOne for person tracing, searching for client NHS numbers, to obtain information about GP registration or to find correct client details.
m) To use Microsoft applications as required and assist the team as necessary in their use of information technology.
n) To share and cascade relevant written information to team members as required.
o) To manage and maintain systems for the filing of client records, including processing of new registrations and despatch of client records (i.e. to other HCP teams, CCHIS, and archive storage).
p) To maintain confidentiality at all times when dealing with sensitive Trust information.
q) To participate in the Trust supervision and appraisal processes with a designated staff member
r) To order and maintain stocks of stationery, equipment and resources for the team
s) To open and distribute the mail (internal and external) as appropriate. To ensure that outgoing post is dealt with. To order and maintain stock of postage stamps and record use.
t) Other duties in line with the grade and scope of the post.
Person Specification
Qualifications Essential
Good standard of secondary education to GSCE level or equivalent with minimum grade C / level 4 for English and Maths RSA 2 or equivalent knowledge gained through relevant experience
Desirable
Computer related certificate or equivalent
Experience Essential
Previous administrative experience Experience of typing and producing business documents - e.g. letters and reports Experience of systmOne - electronic record systems Experience of working in the Healthy Child Programme Experience of data inputting, databases Experience of stock control and of ordering supplies/equipment Experience of working with/dealing with the public Experience of organising diaries and planning Meeting
Desirable
Knowledge of work of a NHS Community Health Trust Experience of using virtual contact platforms such as MS Teams or Zoom
Skills and Knowledge Essential
Proficient using Outlook and email systems Proficient using Microsoft Word, PowerPoint, and Excel Ability to produce letters and reports to a professional standard Good written and verbal communication skills Ability to communicate effectively by telephone, email and face to face Ability to follow through procedures on own initiative Ability to be self-directed and work alone, to manage own workload and work to deadlines 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 To be able to maintain confidentiality and deal with sensitive information The willingness to attend training sessions in relation to new technology Ability to work flexibly to meet the needs of the service
other requirement Essential
An understanding of the principle of equal opportunities in relation to staff and clients
Desirable
Car driver with access to a car for work, unless under the Equality Act
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.
Employer details Employer name Sussex Community NHS Foundation Trust
Address City Wide in Brighton and Hove ( SCFT)
Flexible working
Brighton and Hove
BN24SE
United Kingdom
Employer's website https://www.sussexcommunity.nhs.uk/work-with-us/ (Opens in a new tab)