Administrator - Healthy Child Programme

Cardiff and Vale University Health Board; Burgess Hill; On-site; GBP 22,000 - 28,000; Full time

Benefits offered by this job

Flexible working patterns

Training opportunities

NHS staff nurseries discount

Job summary

Cardiff and Vale University Health Board is recruiting an administrator to support the Healthy Child Programme (HCP) 0-5 years team across East Grinstead and Burgess Hill. The role is based at East Grinstead Health Centre and requires independent and collaborative work with the Team Lead, clinicians, and other Administrators.

A flexible approach to different disciplines is essential. The successful candidate will have experience with SystmOne/RI0, MS Office, excellent communication, and a

Qualifications

• Good knowledge of databases such as SystmOne and ability to learn new IT systems quickly.
• Competent with Microsoft Office and word processing.
• Excellent telephone manner and communication skills with confidentiality.

Responsibilities

• Taking on Champion Roles and Champion meetings e.g. Health & safety and SystmOne records; relay information to the team.
• Management of hub admin rota and booking venues; arranging agendas and minutes.
• Support new administrators in practice and maintain efficient systems for workloads.
• Record telephone messages and handle enquiries from services and the public.
• Attend hub and admin team meetings; transcribe notes and organise diaries.
• Maintain stock control of resources and update databases/spreadsheets.
• Provide cover for annual leave and sickness; assist quarterly safety risk assessments.
• Work to deadlines, under pressure, with ability to work independently and with team.

Skills

MS Office

Telephone etiquette

Organisational skills

Communication

Education

GCSE level or equivalent

Business or administrative qualification

Computer certificate or equivalent

Tools

SystmOne

RIO/Mosaic

MS Teams/Zoom

Outlook

Job description

• 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.

  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 East (East Grinstead and Burgess Hill) West Sussex. The role will be based at East Grinstead Health Centre, 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.,

• 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, 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, Experience of working in a health setting
• Experience of data inputting, databases
• Experience of using virtual contact platforms such as MS Teams or Zoom, 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, Use of PowerPoint and Excel packages.

  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 2025 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