Job summary An interesting and varied vacancy has arisen for an enthusiastic, flexible administrator with good communication skills and excellent organisation/admin abilities to provide a professional administrative support service to the Rehabilitation Engineering Service (RES) to ensure its efficient operation at Chailey Clinical Services. Main duties of the job This role will act as a first point of contact for any communication / correspondence relevant to the RES. The post holder will be expected to work independently and collaboratively with all members of the RES, other clinical staff, and administrators at Chailey Clinical Services (CCS). The following skills are essential to the role: Competency with Microsoft Office systems and word processing, experience with databases and willingness to learn new IT systems. Excellent communication skills, and maintenance of strict confidentiality. Raising orders and approving invoices. Maintaining the RES database. About us Why work for us? We have opportunities for everyone across our wide variety of services working in supportive team environments, including medical, clinical, support and corporate services Positive 2022 NHS Staff Survey results with compassionate culture and leadership, and support for staff wellbeing, scoring highly. A 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 tailored to individuals. Research opportunities Cost-effective and convenient workplace nurseries in Crawley, Hove and Brighton Thriving BAME, Disability and Wellbeing, LGBT and Religion and Belief staff networks We are proud to be a Level 3 accredited Disability Confident Leader, committed to creating inclusive workplaces. We are proud to be a 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. Date posted 27 March 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum Contract Permanent Working pattern Full-time, Flexible working Reference number 150-MM1293-CSS-D Job locations Chailey Clinical Services Beggars Wood Road North Chailey BN8 4JN Job description Job responsibilities To help develop and maintain efficient systems for processing workloads. To carry out any other administrator duties including; photocopying, managing the generic email in box. Accurately recording telephone messages, dealing with enquiries from other agencies and service users. Empathetic approach when dealing with staff or service users including dealing with difficult situations. Attend team meetings on a regular basis. Taking notes in meetings. Ordering stationary for the RES. Maintaining the RES database and raising I.T support requests if necessary. Raising orders and approving invoices and dealing with any financial queries. Organise workload showing ability to prioritise in order to achieve set time scales. Able to work within boundaries of the role and to ask/ seek support if needed. The role is primarily office based Monday - Friday. Starting time flexible eg 8 or 9 am. Please be aware that we would be unable to offer sponsorship for this role. "Please note: 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 to assess their likelihood of obtaining a Certificate of Sponsorship for this role." Job description Job responsibilities To help develop and maintain efficient systems for processing workloads. To carry out any other administrator duties including; photocopying, managing the generic email in box. Accurately recording telephone messages, dealing with enquiries from other agencies and service users. Empathetic approach when dealing with staff or service users including dealing with difficult situations. Attend team meetings on a regular basis. Taking notes in meetings. Ordering stationary for the RES. Maintaining the RES database and raising I.T support requests if necessary. Raising orders and approving invoices and dealing with any financial queries. Organise workload showing ability to prioritise in order to achieve set time scales. Able to work within boundaries of the role and to ask/ seek support if needed. The role is primarily office based Monday - Friday. Starting time flexible eg 8 or 9 am. Please be aware that we would be unable to offer sponsorship for this role. "Please note: 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 to assess their likelihood of obtaining a Certificate of Sponsorship for this role." Person Specification Qualifications and/or professional registration Essential NVQ Level 3 or equivalent qualification in business administration. Applicants with a lower level qualification who have equivalent experience will be considered. School leaving qualification (GCSE or equivalent) in maths and English language or able to demonstrate equivalent competence. Experience Essential Experience of using a PC and Microsoft Windows packages Experience of accurate data inputting and using databases. Dealing directly with customers, patients and members of the public. Desirable Experience of using virtual contact platforms such as MS Teams Some experience of financial processes, raising orders & approving invoices. Experience of working in a health care setting Skills and Knowledge Essential Previous secretarial/administration experience. Good written and verbal communication skills. Able to communicate and explain administrative procedures and issues in a clear, concise way to a diverse range of people. Able to respond in a kind and sensitive way to people who may be upset or worried about their health or care Desirable Knowledge of patient administration systems Other Essential Time management, ability to prioritise and deal with unpredictable work pattern Desirable Of complying with patient confidentiality (or similar) and data protection requirements Person Specification Qualifications and/or professional registration Essential NVQ Level 3 or equivalent qualification in business administration. Applicants with a lower level qualification who have equivalent experience will be considered. School leaving qualification (GCSE or equivalent) in maths and English language or able to demonstrate equivalent competence. Experience Essential Experience of using a PC and Microsoft Windows packages Experience of accurate data inputting and using databases. Dealing directly with customers, patients and members of the public. Desirable Experience of using virtual contact platforms such as MS Teams Some experience of financial processes, raising orders & approving invoices. Experience of working in a health care setting Skills and Knowledge Essential Previous secretarial/administration experience. Good written and verbal communication skills. Able to communicate and explain administrative procedures and issues in a clear, concise way to a diverse range of people. Able to respond in a kind and sensitive way to people who may be upset or worried about their health or care Desirable Knowledge of patient administration systems Other Essential Time management, ability to prioritise and deal with unpredictable work pattern Desirable Of complying with patient confidentiality (or similar) and data protection requirements 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 details Employer name Sussex Community NHS Foundation Trust Address Chailey Clinical Services Beggars Wood Road North Chailey BN8 4JN Employer's website https://www.sussexcommunity.nhs.uk/work-with-us/ (Opens in a new tab)