We are looking to hire two enthusiastic and experienced administrators 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 two full‑time positions of 37.5 hours per week, Monday‑Friday between regular office hours 8:00–17:00, with a requirement of at least one 9:00–17:00 shift per week for cover requirements. The cover shift will be allocated on a rotated basis.
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 thegov.uk website before applying to assess their eligibility for a Certificate of Sponsorship for this role.
Responsibilities
* Provide comprehensive administrative support to CCHIS, including understanding and completing data input and extraction requirements to a high level of accuracy.
* Produce and run regular reports, including failsafes, and statistics when required.
* Work with minimum supervision, prioritise workload, and exercise initiative as appropriate.
* Respect the confidentiality of all matters and personal or commercially sensitive information.
* Manage department printing from the Child Health System (SystmOne) and organise the rota system.
* Lead on individual reports and share data with other services, including GP’s and screening teams.
* Receive, sort, and distribute all mail and deliver equipment and supplies to the service.
* Handle enquiries via email, telephone, and face‑to‑face, ensuring they are passed to the relevant team member.
* Update child information in the Child Health System when data is incomplete or incorrect.
* Retrieve and archive paper records as required.
* Maintain Excel databases, inputting and uploading appropriate information and taking ownership of specific service requirements.
* Use the Child Health System to register children, extract patient information, and track patient details.
* Support senior colleagues to ensure timely and accurate data entry, including recording and cascading child deaths.
* Act as the first point of contact for administrative issues such as printers and postal services.
* Cover the role of the Senior Data Administrator in their absence, as directed by the Team Lead.
* Assist the Senior Team with reviewing office or administrative functions and contribute ideas and suggestions.
* Participate in and facilitate peer‑to‑peer meetings with the support of a Senior Manager.
* Order stationery and other office supplies.
* Ensure electronic or paper records are kept secure and filed accurately in an accessible system.
* Coordinate schedules for the pre‑school immunisation programme and upload school immunisations received electronically.
* Attend and contribute to team meetings within the service, including creating agendas, taking minutes, and distributing them to Team Leads.
* Cover a 17:00 finish on a rotated basis as required.
Qualifications & Experience
* Experience using electronic record systems such as SystmOne, EMIS or RIO.
* Ability to arrange meetings, coordinate diaries, book meeting rooms and send out agendas.
* Experience in stock control, ordering supplies and processing financial documentation.
* Experience managing personal or commercially sensitive information.
* Good standard of secondary education to GCSE level or equivalent with minimum grade C (level 4) for English and Maths.
* Educated to Vocational level 3 or equivalent level of knowledge and experience, and previous administrative experience.
* Direct experience dealing with healthcare professionals, patients and members of the public.
* Experience in data entry.
* Strong written and verbal communication skills.
* Proficient in using Microsoft Office to create attractive and well‑laid‑out documents and presentations.
* Ability to use Microsoft Outlook for diary and email management.
* Ability to communicate effectively by telephone, email, and face‑to‑face.
* Capability to work as part of a team.
* Excellent time‑management skills, ability to prioritise and adapt to an unpredictable work pattern.
* Ability to maintain confidentiality and handle sensitive information.
* Flexibility to meet the needs of the service.
* Ability to produce letters and reports to a professional standard.
* Willingness to travel to other Trust sites to attend meetings.
EEO Statement
We are an equal opportunities employer. We consider applications from all suitable candidates and encourage you to apply if you meet the essential skills and experience for the role.
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