Team Administrator - Children's Continence Team

Team Administrator - Children's Continence Team

To provide comprehensive administrative and clerical support to the Children and Young People's Continence Team; this role demands high levels of communication and administrative skills, and the ability to work as part of a team, contributing to the overall effectiveness of the children's continence service

To ensure workload and tasks are prioritised to enable the team to work effectively and to support the operational issues of the children's continence team and overarching elements of the children's continence service.

To liaise with parent/carers of children and young people with continence issues, clinical services and other departments, allied health professionals and both internal and external agencies, observing strict confidentiality and maintaining accurate records.

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

• a) Provide administrative support to several clinical services, processing referrals, managing patient information, making appointments, writing and managing correspondence.
• b) Organise and arrange Continence clinics; including planning sessions, booking clinic locations, appointment allocation and notifications.
• c) Ability to use initiative to book patients into clinic slots in conjunction with waiting lists.
• d) Daily use of the electronic patient record system (SystmOne).
• e) Distribute patient letters from nursing notes.
• f) Process / Action all post and mail.
• g) Support the Team Lead(s) in maintaining staff rotas on HealthRoster and SystmOne, including booking staff bank shifts and accurately updating staff absence records, such as annual leave and sickness.
• h) Support the Team Lead(S) in maintaining up to ate staff information within Business Continuity Plan, Lone Worker Details and Staff Personal Records.
• i) To access the Shared Business system (SBS) to purchase stock and non-stock equipment and consumables when required, including assisting in processing of invoices for approval.
• j) Maintain stationary stock for the Children's Continence Team.

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 wellbeing. o Varied environments: community hospitals, patients' homes, and bases across Sussex. o Flexible working options: part-time, flexi-time, annualised hours, and flexi-retirement. o Excellent training, development, and research opportunities. o Accredited Living Wage Employer, we ensure fair pay for all our staff. o Cost effective workplace nurseries in Crawley, Hove, and Brighton. o Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief network. o 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 responsibilities

• a) Organise and prioritise administrative workload with regard to day-to-day office management, liaising with admin colleagues to minimise delay in processing.
• b) Daily operation of the SystmOne computerised information system and inputting variety of patient information.
• c) Ensure all data is stored at the required level of confidentiality.
• d) Ensure management of clinic sessions, including planning and organising appointment allocation and notifications, clinic locations and room booking.
• e) To record and maintain an accurate database with the contracted supplier for continence product provision.
• f) Ability to review workload, productivity and processes within the CYP continence team and suggest ways to improve service delivery.
• g) Adopt a flexible attitude to take account of changing needs of the service and respond accordingly.
• h) To be proficient in the use of Microsoft Office applications, for example in maintaining Microsoft Excel spreadsheets in an accurate and professional style.
• i) Organise and prioritise own workload resolving conflicting diary appointments and schedules.

Person Specification Qualifications and/or professional registration

• Educated to GCSE Level in Maths and English or equivalent.
• Secretarial qualification and/or A Levels and/or NVQ Level 3 or equivalent and/or relevant experience.

Experience

• Ability to use Microsoft packages to set up documents and spreadsheets and extract information.
• Experience of administrative, clerical and secretarial work.
• Experience of arranging and co ordinating meetings and / or appointments.
• Experience of Customer Service.
• Communicating effectively with a adverse range of people.
• Appropriate experience of working as a part of a team.
• Good working knowledge of office administrative and secretarial practice systems.
• Knowledge of medical terminology.
• Experience of data handling, including sensitive and confidential data.
• Previous experience of working with SystmOne.

Skills and knowledge

• Good written and verbal communication.
• Ability to communicate effectively both verbally and in writing with service users, staff and external agencies.
• Strong organisational skills: ability to work to deadlines, prioritise tasks, manage own workload.
• Good interpersonal skills.
• Flexibility and ability to work under pressure.
• Able to prioritise and manage own workload and work without direct supervision.
• Able to exercise initiative when dealing with issues within own area of competence.
• Employs good judgement to elevate issues as appropriate/seek support to aid decision making.
• Ability to contribute positively and work supportively within a large team.
• Ability to work effectively with people across various work bases.
• Accuracy in administrative tasks, such as data entry.
• Willing to develop and expand information technologies.
• Ability to write clear meeting minutes or notes.

Other requirements

• Positive and flexible approach to work.
• Ability to travel between sites on an ad hoc basis, for example to attend meetings or support service needs.

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 name

Sussex Community NHS Foundation Trust

Address

Unit 3, Ground Floor, The Quadrant

60 Marlborough Road, Lancing Business Park

Salary

£25,760 to £27,476 a year per annum pro rata

Contract

Permanent

Working pattern

Part time

Reference number

150-MT2525-CC-A

Job locations

Unit 3, Ground Floor, The Quadrant

60 Marlborough Road, Lancing Business Park