Job summary
The Surrey sexual health service is pleased to announce the expansion of the Outreach Team whose role is to extend the provision of sexual health services into the wider community and to populations at risk of sexual ill health.
We are looking to recruit an administrator to work hours per week (minimum contract hours) based in Woking supporting the outreach team to provide services including the Surrey Chlamydia and Gonorrhoea screening programme for under-25s, the Condom Distribution (C-Card) Scheme, training/awareness raising for Professionals including Pharmacists, GPs, School Nurses, effective health promotion and sexual health awareness raising for Young People in Universities/Schools/events etc.
Due to the requirements of the role access to a driving licence and a vehicle is essential to enable the post holder to travel around Surrey supporting the team as required.
We have a genuine and active commitment to education and staff development. The role will provide the opportunity to gain valuable experience working as part of a wider team.
Previous applicants need not apply
Main duties of the job
The post holder will be a point of contact to our clients, professional partners and the wider sexual health team and will be responsible for providing a comprehensive, efficient, high quality and customer focused administration service within the Health Promotion Team.
The post holder will be expected to meet deadlines as guided; have excellent communication skills, prioritise day-to-day work, deal with clients in a professional and courteous manner and use their own initiative as well as be able to work as part of a team. The key requirement of the post holder is to provide administrative services to the team, with the added ability to support the team during outreach work Pride, Freshers Fairs, school/college open days and other events.
Due to the nature of our service, the post holder must demonstrate the ability to deal sensitively and politely with anxious, emotionally stressed and vulnerable client whilst appreciating the need for complete confidentiality with regard to Data Protection in respect of patient details.
About us
CNWL can offer:
Buying and selling annual leave
Staying well at work service for tailored employment related support to staff.
Staff wellbeing zone for free and confidential online health and wellbeing programmes.
A range of staff networks: The PRIDE@CNWL Lesbian, Gay, Bisexual, Transgender and other sexual and gender minorities (LGBT+) network.
Lived Experience of Mental Health staff network.
Black, Asian and Minority Ethnic Network (BAME).
Discounts and savings at hundreds of retailers nationwide with My Trust benefits: you can save money on your weekly food shops, household bills, toiletries and cosmetics, cinema tickets, meals out and holidays or weekend breaks.
Childcare vouchers
Travel discounts
As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES:
1. To be a designated point of contact for clients, professional partners and the wider sexual health team undertaking the role in a welcoming, professional and courteous manner. Providing advice, information and signposting clients who may be anxious or distressed or have difficulties with communication.
2. To register clients on the electronic patient record when required ensuring accuracy and confidentiality
3. To book appointments and follow-ups into an appropriate clinic for patients requiring an appointment in the main sexual health service dealing with information sensitively and professionally
4. Take messages in a polite and professional manner ensuring these are given to appropriate staff in a timely manner
5. Signpost to appropriate alternative services sexual health clinic/pharmacy
6. Update and maintain the outreach webpage and social media sites ensuring information is timely and up-to-date.
7. Act as a key point of contact for the team to co-ordinate and publish events as the service requires.
8. Work in partnership with the communications team suggesting changes and developments to promote the service.
9. Order stock chlamydia screening kits/condoms/stationary including raising purchase orders
10. Process test kits requested via the on-line service, including posting screening kits and maintaining the department database. Resolving issues or referring clients to clinic services who have difficulty accessing or using the kits.
11. Ensuring Chlamydia Screening and Condom Distribution Scheme outlets have sufficient supply of kits
12. Provide administrative support to the team when arranging outreach events Freshers Fairs/Young peoples awareness raising sessions
13. Hold a valid UK driving licence and have access to a car to travel to outreach events when required to the support the team. Setting up of stalls/equipment at events and venuesProviding advice and information to clients about the wider sexual service including how to access clinic and on-line servicesRegistering young people on the condom distribution scheme
14. Provide administrative support for on-line training sessions, uploading training dates onto Eventbrite/webpage, managing bookings, and collating feedback and evaluation
15. Assisting with the collation of activity data, creating reports and databases as required
16. Knowledge and understanding of departmental and administrative procedures and systems, Undertaking other administrative duties as required inputting information, photocopying, scanning
17. Attend clinic/service meetings as required and provide administrative support for outreach team meetings agendas/minutes
18. To be fully aware of the Trusts Safeguarding Procedures and demonstrate the ability to raise concerns to protect our clients
19. To suggest improvements of the administration function with line/senior management
20. Complete all statutory and mandatory training, remaining compliant and other training as advised by management
21. To fully understand the business continuity management system and your role in implementing its process
Person Specification
Experience
Essential
22. Experience of managing/working on work related webpages and social media or willingness to learn
23. Evidence of dealing with the public face to face and/or on the telephone
24. To have worked on own initiative and as part of a team
25. Ability to create and manage spread-sheets and databases
26. Using work related computer systems
Desirable
27. To have worked in Sexual Health or similar environment
Qualifications
Essential
28. GCSE and/or A levels, or equivalent knowledge of clerical and administrative procedures through training and experience
Desirable
29. Willingness to undergo further development
Skills and knowledge
Essential
30. Ability to prioritise and organise own workload, being responsive and adapting to unexpected changes
31. Flexible approach to working hours
32. Good written and verbal communication skills
33. Ability to plan, prioritise and coordinate work
34. Knowledge of computer packages and willingness to learn new computer software packages
35. Respect for confidentiality
36. Full understanding and knowledge of the term confidentiality and follow the key principles of the Data Protection Act
37. Full understanding of and commitment to equality and diversity and ability to adapt to the needs of individuals
Desirable
38. Evidence of interacting with a wide range of people
Attitudes, aptitudes, personal characteristics
Essential
39. Organised and logical
40. Ability to deal sensitively and politely with anxious, emotionally stressed and vulnerable clients
41. Ability to communicate effectively
42. Sensitivity to and understanding of the issues around HIV/AIDS and sexually transmitted infections
43. To be able to work with minimal supervision as demand dictates
44. To be self-motivated, enthusiastic, willing to learn new skills and to have a high standard of personal performance