Job summary
- Main area
- Administrator
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 150-CP1903-PC-A
- Employer
- Sussex Community NHS Foundation Trust
- Employer type
- NHS
- Site
- Chailey Clinical Services
- Town
- North Chailey
- Salary
- £26,530 - £29,114 per annum
- Salary period
- Yearly
- Closing
- 21/07/2025 23:59
Employer heading
Team Secretary/Co-ordinator
Band 4
Job overview
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 Chailey Communication Aid Service (CCAS) to ensure its efficient operation at Chailey Clinical Services.
“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 main purpose of this role is to provide secretarial and administrative support to the CCAS team based at Chailey Clinical Services. This includes the maintenance of the service database, dealing effectively with enquires regarding the service and fielding them appropriately, booking appointments, preparing reports, and purchasing equipment.
The post holder will be expected to work independently using their own initiative to ensure daily tasks and on-going responsibilities are prioritised and completed within agreed timeframes. They will support the responsibilities of the Service Lead and clinical team.
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 coordinate multidisciplinary clinic appointments for the service within the timelines outlined in the specialist specification of the service.
- Provide support to Band 3 admin support team.
- Manage clinic administration processes, including scheduling of assessments, associated correspondence, clinic letters, and reports for the clinic team.
- 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.
- Ensure BEST records are accurate for administrative purposes to manage waitlists and attendance.
- Ensure that patient information systems are used to enhance the efficient running of the service as necessary.
- Maintain waitlists, caseloads and appointment schedules for the CCAS Multi-Disciplinary Team.
- Ensure clinical administration is dealt with effectively, including those matters where liaison with other departments, hospitals or services is necessary.
- Ensure referrals are dealt with as a priority.
- To manage the orders and requisition items through the procurement systems within agreed guidelines for the CCAS team. To act as authorised signatory for received goods.
- Provide complex financial information to support budget setting process and systems.
- Obtain and use complex and detailed information around IT systems within the system development team.
- Prioritise, plan and organise daily workload, ensuring that daily tasks and ongoing workloads are prioritised and completed within agreed and acceptable timescales.
- Responsible for stationery and equipment stock control to ensure adequate resources available for the team.
- Please be aware that we would be unable to offer sponsorship for this role.
Person specification
Experience
Essential criteria
- Experience of using a PC and Microsoft Windows packages
- Experience of accurate data inputting and using databases.
- Previous secretarial/administration experience.
- Previous experience of supporting a multidisciplinary team.
Desirable criteria
- Experience of using virtual contact platforms such as MS Teams
- Finance experience /Experience in raising orders & approving invoices.
- Experience of working in a health care setting
- Experience of complying with patient confidentiality (or similar) and data protection requirements
Skills and Knowledge
Essential criteria
- Good written and verbal communication skills.
- Time management, ability to prioritise and deal with unpredictable work pattern
Qualifications
Essential criteria
- Educated to GCSE passes at Grade C or above or equivalent.
- NVQ Level 3 in Administration or administration equivalent experience.
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.
Documents to download
Further details / informal visits contact
- Name
- Dr Sam Micklewright
- Job title
- Clinical Scientist
- Email address
- [email protected]
- Telephone number
- 01825 721507
- Additional information
Available Mon - Thurs
List jobs with Sussex Community NHS Foundation Trust in Administrative Services or all sectors