Immunisation Data Administrator

Band 3
Job summary
To provide comprehensive administrative duties to the Immunisation Team, acting as a focal point within the Service for internal and external enquiries. Liaise with external organisations when necessary, this includes contact with public and/or clients.
To assist the Office Manager in maintaining service wide systems and providing information relating to salary return, staff mileage, annual leave, sickness and absences and other related personnel data. This includes dealing with sensitive staff personal issues, both in person and on the telephone.
To assist in the induction and training of new members of staff.
Will need to have a full UK driving license and use of a car and flexibility to travel to other areas across Sussex.
Will be based in Brighton General Hospital, Chichester or Heathfield.
Main duties of the job
Assist the Data Lead with the creation, development, maintenance, management and improvement of information process and service specific internal database systems e.g. E-Consent, where needed
Assist the Data Lead to create reports and newsletters to a high standard of content and presentation using multiple sources, including charts graphs and tables. These are to be designed to meet local monitoring requirements in line with NHS guidance. In addition referencing and/or indexing long moderately complex documents.
To provide flexible operational support to the team and cover for annual leave/sick leave.
To assist and pro-actively support the team in managing the complex workflow of administration processes.
To manage a comprehensive and up-to-date filing and retrieval system.
To deal appropriately with correspondence as requested or in the absence of the relevant Manager, deal appropriately with urgent correspondence.
About us
We are the main provider of NHS community services across East and West Sussex. Our 6,000 staff serve a population of 1.3 million providing essential medical, nursing, and therapeutic care to adults and children.
Our Trust vision is to provide excellent care at the heart of the community, helping people plan, manage, adapt to changes in their health, supporting avoidable hospital admissions and reducing hospital stay times.
We have opportunities for everyone across our wide variety of services including medical, clinical, support and corporate services.
Why work for us?

• Positive 2022 NHS Staff Survey results, scoring highly in compassionate culture & leadership, and staff wellbeing support
• Variety of working environments across the community, in patients' homes, within our community hospitals and bases across the county
• Supportive flexible working patterns such as: part time, flexi time, annualised hours, and flexi retirement options
• Excellent training and development opportunities
• Research opportunities
• Cost-effective workplace nurseries in Crawley, Hove and Brighton
• Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
• Level 3 accredited Disability Confident Leader, committed to creating inclusive workplaces
• Veteran Aware Trust, achieving accreditation from Veterans Covenant Healthcare Alliance (VCHA)
• Located in stunning Sussex, with easy access to the South Downs and the coast
• Access to a wide range of benefits and discounts for NHS staff

Job description
Job responsibilities
To create and maintain complex, accurate spreadsheets, using formulae where appropriate.
To undertake word-processing as required. This includes complex reports, briefing papers and confidential correspondence, working on a team drive and ensuring a system is used for easy retrieval by all members of the team. This includes dealing with matters concerning both staff and clients which may be of a sensitive nature.
Use of computer packages as appropriate eg Excel, PowerPoint, PIMS, Access and input to and maintain administrative databases, assisting in creating new databases as appropriate.
To undertake scanning, laminating, binding, faxing, photocopying and distribution of papers as necessary.
Organise and manage (including prioritising) an efficient computerised diary system, ensuring that documentation is available for all meetings as required.
To manage, develop, and initiate administrative systems and procedures and maintain office systems.
To arrange attendance on courses/conferences and maintain accurate records of study leave.
Arrange, facilitate and minute a range of routine and non-routine multi-disciplinary meetings as required for Managers (arranging venues, minute taking, distribution of paperwork, compiling agendas and following up action points)
To actively participate in regular supervision sessions with the Managers.
Ordering stationery / equipment for department as required
Authorise and process all financial requests appropriately and maintain accurate records.
To understand how the work undertaken by the post holder relates to and affects the work of others, in order to achieve the best outcomes in terms of effective processes and quality of service.
To undertake any other duties in line with the grade and scope of the post.
Person Specification
Experience
Essential

• 2 years relevant administrative experience
• Experience of working with data management, report creation and setting up office systems/procedures

Qualifications
Essential

• O' Level/GCSE level /equivalent: English and Maths
• Advanced knowledge of Microsoft Office packages Advanced Excel skills, including use of formulae

Skills and Knowledge
Essential

• Excellent keyboard skills, able to produce letters/non routine reports, etc.
• Communication and interpersonal skills/good telephone manner
• Ability to follow through procedures on own initiative

Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Sussex Community NHS Foundation Trust
Address
Brighton General Hospital
Brighton, Chichester or Heathfield
BN2 3EW
Employer's website
https://www.sussexcommunity.nhs.uk/work-with-us/ (Opens in a new tab)