Job summary
- Main area
- Administrator
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time
- Flexible working
- Job ref
- 150-CP2309-PC-A
- Employer
- Sussex Community NHS Foundation Trust
- Employer type
- NHS
- Site
- Chailey Clinical Services
- Town
- Chailey
- Salary
- £24,937 - £26,598 per annum pro rata
- Salary period
- Yearly
- Closing
- 18/01/2026 23:59
Employer heading
Chailey Clinical Services Team Secretary
Band 3
Job overview
An exciting opportunity has arisen to support Chailey Clinical Services administration Team within the Orthopaedic Team.
This is a diverse role allowing you to develop a range of different skills and participate within a multidisciplinary team.
Chailey offers specialised care for individuals with Neurodisabilities and offers supports the Chailey Heritage Foundation School.
This is a Part Time Band 3 Role working 4 days a week Monday, Tuesday, Thursday and Friday 08:30- 16:30.
You will work alongside other admin staff and reception team to provide an excellent customer service to our service users and families.
Main duties of the job
The main duty of this role is
a) Maintain waitlists, caseloads, and appointment schedules for your named clinics on a day-to-day basis.
b) Take minutes at formal meetings and prepare action logs with tracked progress.
c) Ensure that clinic letters and correspondence are received, sent, and logged within specified time limits.
Please see Job description for more details.
Working for our organisation
We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.
Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.
Why work for us?
• Positive 2023 NHS Staff Survey results, highlighting compassionate leadership and wellbeing
• Varied environments: community hospitals, patients’ homes, and bases across Sussex
• Flexible working options: part-time, flexi-time, annualised hours, and flexi-retirement
• Excellent training, development, and research opportunities
• Cost-effective workplace nurseries in Crawley, Hove, and Brighton
• Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networks
• Level 3 Disability Confident Leader and Veteran Aware Trust
• Beautiful Sussex location near the South Downs and coast
Our values—Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence—guide everything we do.
We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.
This post may close early if sufficient applications are received.
Detailed job description and main responsibilities
Organise and manage waiting lists and multidisciplinary clinic appointments for a range of clinics.
Manage clinic administration processes, including scheduling of clinics, associated correspondence, clinic letters and reports for the clinic team.
Arrange meetings for the team as necessary, managing room bookings and materials required.
Type reports and letters for clinicians within the outpatient team.
Receive post and deal with routine correspondence and undertake follow up action as directed.
Receive and respond to queries from external parties, patients and relatives, or other departments, escalating more complex queries to the relevant member of the team.
Assist with answering queries as directed by the team managers, manager, PA to clinicians and clinicians, ensuring that, when possible, they are resolved early and arranging for necessary action to be expedited.
Ensure clinical information is dealt with effectively, including those matters where liaison with other departments, hospitals or services is necessary.
General administration duties such as photocopying, scanning and filing and subject access request requests.
Ensure that patient information systems are used to enhance the efficient running of the service as necessary.
Work with the wider team to support the development and introduction of new ways of working.
Assist the wider team with any other duties that are necessary to ensure the smooth running of the service.
Maintain and update local databases.
Prioritise, plan and organise daily workload, ensuring the daily tasks and ongoing workloads are prioritised and completed within agreed and acceptable timescales.
Ensure that you are familiar with the practices of other team members so that you can assist in the event of absence where possible, always maintaining adequate secretarial cover within the specialty.
Maintain health record filing systems, keeping accurate records of the work completed within the team and service.
Ensure referrals are dealt with as a priority.
Provide cover for reception when needed in emergency or annual leave situations.
Person specification
Qualifications
Essential criteria
- Educated to GSCE level or equivalent
- Knowledge of Microsoft Word, Excel and Outlook email
- Audio Typing Skills
Desirable criteria
- RSA Typing Level 3
Skills and Knowledge
Essential criteria
- Ability to work effectively in a team.
- To work with the public in a friendly, efficient manner
- To meet deadlines
Desirable criteria
- NHS Experience
Experience
Essential criteria
- Dealt directly with customers, patients and members of the public
- Communicating effectively with a diverse range of people
- Handling personally or commercially sensitive information
Desirable criteria
- Experience working within the NHS or a similar healthcare setting
Other Requirements
Essential criteria
- An understanding of the principles of equal opportunities in relation to staff and patients
- Ability to work both as part of a team and independently
- Awareness of Data Protection and confidentiality
Desirable criteria
- Willingness to be adaptable, willing and flexible with working hours should delivery of service require this on occasions
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Lauren Bowles
- Job title
- Team Lead - Chailey Clinical Services Outpatients
- Email address
- [email protected]
- Telephone number
- 01825 722112
- Additional information
01825 722112 ext 7726
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