Administrator - Healthy Child Programme

Sussex Community; Hove; Hybrid; GBP 26,000 - 27,000; Full time

Benefits offered by this job

Flexible working patterns

Training and development opportunities

NHS staff benefits

Nursery facilities in Sussex

Job summary

Sussex Community is seeking an administrator to support the Healthy Child Programme (0-5 years) team in Brighton & Hove, with a base in Conway Court, Clarendon Road, Hove. The role requires strong organisational skills, databases experience (SystmOne), and excellent communication.

Flexibility to base in Brighton & Hove is required; 9-5, Monday to Friday office-based. You will work with clinical staff and other administrators, manage waiting lists, book appointments, maintain stock, and prepare

Qualifications

• 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.
• Level 2 or 3 recognised qualification.

Responsibilities

• Work with the Team Lead, clinical staff and other Administrators within the team; flexible with different disciplines.
• Manage hub admin rota and scheduling.
• Support new administrators in practice.
• Develop and maintain efficient systems for processing workloads.
• Good knowledge of Microsoft packages and data handling.
• Support team lead in administrational and performance reporting duties; include SystmOne tasks.
• Carry out hub administrator duties including photocopying, emails, appointments, and data management.
• Accurately recording telephone messages and handling inquiries from services and the public.
• Attend hub/admin team meetings; prepare meeting agendas and take minutes.
• Order stationery and PPE; maintain stock control and medical equipment databases.
• Provide cover for annual leave and sickness; aid quarterly risk assessments.
• Prioritise workload to meet deadlines and work within role boundaries.
• Role is primarily office based, 9-5 Monday to Friday.

Skills

Administrative experience

Microsoft Office

SystmOne

Communication skills

Confidentiality

Telephone handling

Education

GSCE level or equivalent

Business or administrative qualification

Computer related certificate

Level 2 or 3 recognised qualification

Job description

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 Brighton & Hove, based at Conway Court, Clarendon Road, Hove, however flexibility of base in Brighton & Hove may be required. All our HCP teams are busy but friendly and diverse.

Please note: Due to recent changes in UK immigration and visa rules, this role is unlikely to 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

You will need to work independently and collaboratively with the Team Lead, clinical staff, and the other Administrators within the team and across Brighton & Hove. 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 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

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

• 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
• Level 2 or 3 recognised qualification

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

Skills and Knowledge

• 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

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.

£25,760 to £27,476 a yearper annum pro rata