Secretary/Administrator for Child Development Service
The Child Development Centre based at Brighton General Hospital is looking for a part-time (26 hrs pw) Secretary/Administrator. The successful candidate must be professional, flexible, enthusiastic, organised, a great communicator, and work well in a team environment.
You will act as a key point of contact for patients, external stakeholders, and colleagues and will provide a supportive response to a range of queries and requests for information.
You will also play a key role in supporting clinician's caseloads ensuring that patient records are kept up to date and secure and respond to queries and requests.
Main Duties of the Job
The successful candidate will be responsible for undertaking a wide range of secretarial and administrative duties. Duties can include but are not limited to:
* Processing information (electronic and hard copy) in a timely manner.
* Liaising with team members to organise appointments.
* Ensuring appointments are booked and processed effectively and managing diaries.
* Liaising with external agencies as necessary.
* Typing letters, reports, and documentation as required.
* Managing all inquiries effectively.
* Supporting all clinical staff with general administrative tasks as requested.
Job Responsibilities
* To undertake general office duties including photocopying, faxing, and distribution of documents as required.
* To deal effectively, sensitively, and diplomatically with incoming calls both internal from NHS staff and external from the public and outside professionals.
* To work unsupervised and prioritise workload on a day-to-day basis, liaising with other team members to ensure continuity of service.
* Undertake any other duties necessary in the interests of the service.
* To use the SystmOne patient electronic system to manage tasks and ensure accurate electronic patient records are maintained.
* Be aware of volatile situations in the CDC environment and how to manage them within your role.
Providing a comprehensive and efficient Secretarial/Administration service for Child Development Centre medical/clinical staff, including audio typing of medical letters, statutory medical and clinical reports, documents, forms, and other correspondence as required.
* 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.
* Ensure follow-up appointments are recorded via the patient electronic system (SystmOne) within the timeframes dictated by statutory guidelines.
* Deal with correspondence and telephone queries for medical/clinical staff as required.
* To receive emails, telephone enquiries, and visitors regarding appointments, meetings, and queries.
* To undertake task management on the patient electronic system (SystmOne) as required.
* To liaise with the Centre Co-ordinator/Clinical Services Manager regarding complaints and queries.
* 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.
Person Specification
Qualifications
* School GCSEs or equivalent.
* Experience with Microsoft Office including proficiency in Word, Excel, and Outlook.
* Knowledge of basic Medical Terminology.
Experience
* Working in an office environment with a diverse range of callers and visitors.
* Previous experience of activities that involve receiving queries from others.
* Producing documents, letters, and emails using IT.
* Keeping personal or sensitive information confidential.
* 1-2 years of secretarial/administration experience.
* Working as part of a team.
Skills and Knowledge
* Good communication skills and good telephone manner.
* Ability to coordinate tasks and assess independently for priority and meet deadlines.
* Ability to work as a team.
* Ability to adapt to changing service needs and take on new tasks as required.
Other Requirements
* An understanding of the principles of equal opportunities in relation to staff and patients.
* To produce a letter with 0-2 mistakes made in audio test.
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.
£24,071 to £25,674 a year, pro rata.
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