Job Description

We are looking to hire three enthusiastic and experienced Administrator's to join our busy but supportive and friendly team within the Community Child Health Information Service (CCHIS) based in the Bicentennial Building in Chichester. This is an in person role, with 2 full time positions of 37.5 hours per week, Monday-Friday between regular office hours 8am-5pm, with a requirement of at least one 9am-5pm shift per week for cover requirements. This cover shift will be allocated on a rotated basis.



The ideal candidate will be organised, good at multi-tasking with great IT skills (using Microsoft office software, primarily excel) along with a friendly and open manner. Excellent communication skills are essential. You will be responsible for accurate data entry and extraction from the Child Health electronic record system (SystmOne) and support CCHIS in all their administrative functions. You will not only be a team player, but able to work unsupervised using your own initiative.

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.



Main duties of the job



The ideal candidate will be able to provide a comprehensive administrative service to CCHIS and must be capable of understanding and completing data input requirements to a high level of accuracy to produce regular reports and statistics when required. To work as part of a team and have responsibility for the administration functions to ensure the smooth running of the Community Child Health Information Service (CCHIS).



Informal discussion and visits to the team are encouraged. Please contact Andrea Bolton (Team Lead) on 07770 865815 for further information.



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?

Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeing Varied environments: community hospitals, patients' homes, and bases across Sussex Flexible working options: part-time, flexi-time, annualised hours, and flexi-retirement Excellent training, development, and research opportunities Cost-effective workplace nurseries in Crawley, Hove, and Brighton Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networks Level 3 Disability Confident Leader and Veteran Aware Trust Beautiful Sussex location near the South Downs and coast

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.



The Community Child Health Information Service (CCHIS) is responsible for the collection and provision of high-quality child health information. CCHIS work within the umbrella of the Immunisation Service and with many other teams in Sussex Community NHS Foundation Trust, with schools, GP Practices and the local authorities, to support the delivery of health care services to children and young adults, aged 0-19 years (inclusive).



1. Job overview



a) The post holder will provide a comprehensive administrative service to Community Child Health Information Service (CCHIS) and must be capable of understanding and completing data input and extraction requirements to a high level of accuracy to produce and run regular reports (including failsafe's) and statistics when required. To work as part of a team and have responsibility for the administration functions to ensure the smooth running of CCHIS.



2. Communication and working relationships



a) Key working relationships with CCHIS Team Lead, CCHIS Deputy Team Lead, CCHIS Senior Data Administrator and CCHIS Assistant Administrator's to support them in developing and running an efficient and responsive administrative support function.



b) Regularly communicates with healthcare professionals and administrative support colleagues across the Trust.



c) Acts as a key point of contact between the service and other corporate support services, such as Estates & Facilities, other healthcare professionals within Children's services.



3. Main tasks



a) Work with minimum supervision, prioritising workload and exercising initiative as appropriate.



b) Respect the confidentiality of all matters that you may learn relating to your employment and other members of staff.



c) Take responsibility for the department printing from the Child Health System (SystmOne), using where able an efficient rota system.



d) Lead on distribution of stationery to the Healthy Child Programme, for example Personal Child Health Record books.



e) Take responsibility for ensuring that all team members receive, sort and distribute all mail coming into the Community Child Health Information Service, including re-addressing/re-directing mail and taking delivery of equipment and supplies.



f) Deal quickly and efficiently with all enquiries including email correspondence, ensuring they are passed on to the relevant member of staff within the team if the need arises.



g) To deal competently with queries from users and other agencies relating to key tasks in a professional and efficient manner.



h) Ensure child's information is updated onto the child health system when data is incomplete or incorrect.



i) Retrieve and archive paper records as and when required.



j) Maintain excel databases, inputting and uploading appropriate information and taking ownership of specific service requirements.



k) Use the Child Health System for registering children, extracting patient information when required, and for locating, obtaining and tracking patient details.



l) Support Senior Colleagues to ensure that Child Health information is inputted in a timely and accurate manner. When required, this includes the recording and cascading of a child death.



m) To be first point of contact for any administrative issues arising, for example printers and postal services.



n) Cover the administrative role of the Senior Data Administrator in their absence at the direction of CCHIS Team Lead.



4. Main responsibilities



a) Assist the CCHIS Senior Team with any review of office or administrative functions. Contributes own ideas and suggestions.



b) Participate and facilitate peer to peer meetings with the support of a Senior Manager.



c) Provide day to day guidance and support on administrative issues and queries from the team.



d) Order stationary and other office supplies.



e) Ensure that electronic or paper patient and other service records are kept secure and filed accurately in an easily accessible system.



f) Communicate verbally or in writing with staff at all levels, internal and external to the Trust.



g) Ensure complete accuracy of data input and data extraction.



h) Coordinate the schedules for the pre-school immunisation programme as well as uploading school immunisations received electronically via the Immunisation Service.



i) Attend and contribute to team meetings within the service. This will include creating and disseminating an agenda and relevant papers, as well as taking clear and accurate minutes sharing these with the Team Lead or Deputy Team Lead before distribution and save in relevant folders.



j) The service operates from 08:00 - 17:00, the post holder will be required to cover a 17:00 finish on a rotated basis.