Secretary/Administrator for Child Development Service

Job overview

We are looking for an enthusiastic and experienced secretary to join our friendly and dynamic administrative team at Crawley Child Development Centre, based in Crawley Hospital.  The successful candidate must be professional, flexible, motivated, 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.

“Please note: Due to recent changes in UK immigration and visa rules, 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 before applying to assess their eligibility for a Certificate of Sponsorship for this role."

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, the processing of information (electronic and hard copy) in a timely manner, liaising with  team members to organise appointments.

Ensuring appointments are booked and processed affectively and managing diaries. Liaising with external agencies as and when necessary. Typing letters, reports and documentation as required. . Managing all enquires in an effective manner.  Supporting all clinical staff with general administrative tasks as requested.

Detailed job description and main responsibilities

• 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 using appropriate software to complete 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 receive emails, telephone enquiries and visitors regarding appointments, meetings and queries taking any necessary action by passing on accurate messages or resolving issues appropriate to your role

• To undertake task management on the patient electronic system (SystmOne) as required

• liaise with the Centre Co-ordinator and Deputy Head of Service 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