CCHIS Administrator

Job overview

We are looking to hire two 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, offering 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 vacancy will automatically close early when maximum applications are received, so please complete your application asap.

Please note: Due to recent changes in UK immigration and visa rules, this admin role may not 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.

Skilled Worker visa: going rates for eligible occupation codes - GOV.UK

Health and Care Worker visa: If you’ll need to meet different salary requirements - GOV.UK

Main duties of the job

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 Gabrielle Stanley (Deputy Team Lead) on 01243 793643 for further information.

Detailed job description and main responsibilities

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).

• 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.

• Communication and working relationships a)    Key working relationships with CCHIS Team Lead, CCHIS Deputy Team Lead, CCHIS Senior Data Administrator and CCHIS Assistant Administrator colleagues 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.
• 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 individual reports and share data with other services including GP's and screening teams.

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.

• 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.