Secretary/administrator
2 weeks ago
Typing letters, reports and documentation as required. Liaising with external agencies. Ensuring referrals are processed efficiently. Manage all enquires in an effective manner. Support all clinical staff with general administrative tasks as requested.
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 2023 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
To undertake general office duties including photocopying, faxing and distribution of documents as required and opening and distributing of post
To deal effectively, sensitivity and diplomatically with incoming calls both internal from NHS staff and external from the public and outside professionals, taking accurate information
To be able to work unsupervised and prioritise workload on a day to day basis, liaising with other team members to ensure continuity of service at all times
Undertake any other duties necessary in the interests of the service and to raise concerns where necessary which may affect efficient provision of service.
To use SystmOne - patient electronic system to manage tasks and ensure accurate electronic patient records are maintained. This will include scanning documents and booking patients onto clinical rotas - training will be given and the level of using SystmOne will be commensurate to your role
Be aware in the CDC environment of volatile situations and how to manage in the confines of your role and how to escalate
Providing a comprehensive and efficient Secretarial/Administration service for Child Development Centre medical/clinical staff. This involves audio typing of medical letters, statutory medical and clinical reports, documents, forms, witness statements and other correspondence as required which includes using medical terminology.
This will include confidential child protection reports within required timescales, with accuracy. Ensuring a timely dispatch of outgoing post.
To produce and check correspondence and medical reports that are visually attractive and of a high standard of readability using Microsoft Office
To book clinics for new referrals, follow up appointments and joint multi-disciplinary assessments, and ensure that complete and up to date medical notes are available for each patient if required
Ensure follow up appointments are recorded via patient electronic system (SystmOne) within the timeframes dictated by statutory guidelines
Deal with correspondence and telephone queries for medical/clinical staff as required, maintaining efficient records are recorded appropriately via patient electronic system (SystmOne)
To undertake task management on the patient electronic system (SystmOne) as required
liaise with the Centre Co-ordinator/Clinical Services Manager regarding complaints and queries received by phone or electronically
You will be required to take notes/minutes at local team meetings and transcribe them
Collate and present data/information as requested, using agreed systems and formats
To participate in supporting service development for the Child Development Centre Service
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