Detailed job description and main responsibilities

The Community Child Health Information Service (CCHIS) is responsible for the collection and provision of high-quality child health information. CCHIS work within the umbrella of the Immunisation Service and with many other teams in Sussex Community NHS Foundation Trust, with schools, GP Practices and the local authorities, to support the delivery of health care services to children and young adults, aged 0-19 years (inclusive).

1. Job overview

a)   The post holder will provide a comprehensive administrative service to Community Child Health Information Service (CCHIS) and must be capable of understanding and completing data input and extraction requirements to a high level of accuracy to produce and run regular reports (including failsafe’s) and statistics when required. To work as part of a team and have responsibility for the administration functions to ensure the smooth running of CCHIS.

2. Communication and working relationships

a)    Key working relationships with CCHIS Team Lead, CCHIS Deputy Team Lead, CCHIS Senior Data Administrator and CCHIS Assistant Administrator’s to support them in developing and running an efficient and responsive administrative support function.

b)    Regularly communicates with healthcare professionals and administrative support colleagues across the Trust.

c)    Acts as a key point of contact between the service and other corporate support services, such as Estates & Facilities, other healthcare professionals within Children’s services.

3. Main tasks

a)    Work with minimum supervision, prioritising workload and exercising initiative as appropriate.

 b)    Respect the confidentiality of all matters that you may learn relating to your employment and other members of staff.

 c)    Take responsibility for the department printing from the Child Health System (SystmOne), using where able an efficient rota system.

 d)    Lead on distribution of stationery to the Healthy Child Programme, for example Personal Child Health Record books.

 e)    Take responsibility for ensuring that all team members receive, sort and distribute all mail coming into the Community Child Health Information Service, including re-addressing/re-directing mail and taking delivery of equipment and supplies.

 f)      Deal quickly and efficiently with all enquiries including email correspondence,  ensuring they are passed on to the relevant member of staff within the team if the need arises.

 g)    To deal competently with queries from users and other agencies relating to key tasks in a professional and efficient manner.

 h)    Ensure child’s information is updated onto the child health system when data is incomplete or incorrect.

 i)      Retrieve and archive paper records as and when required.

j)      Maintain excel databases, inputting and uploading appropriate information and taking ownership of specific service requirements.

k)    Use the Child Health System for registering children, extracting patient information when required, and for locating, obtaining and tracking patient details. 

l)      Support Senior Colleagues to ensure that Child Health information is inputted in a timely and accurate manner. When required, this includes the recording and cascading of a child death. 

m)  To be first point of contact for any administrative issues arising, for example printers and postal services.

n)    Cover the administrative role of the Senior Data Administrator in their absence at the direction of CCHIS Team Lead.

4. Main responsibilities

a)    Assist the CCHIS Senior Team with any review of office or administrative functions. Contributes own ideas and suggestions.

b)    Participate and facilitate peer to peer meetings with the support of a Senior Manager. 

c)    Provide day to day guidance and support on administrative issues and queries from the team.

d)    Order stationary and other office supplies.

e)    Ensure that electronic or paper patient and other service records are kept secure and filed accurately in an easily accessible system.

f)      Communicate verbally or in writing with staff at all levels, internal and external to the Trust.

g)     Ensure complete accuracy of data input and data extraction.

h)    Coordinate the schedules for the pre-school immunisation programme as well as uploading school immunisations received electronically via the Immunisation Service.

i)    Attend and contribute to team meetings within the service. This will include creating and disseminating an agenda and relevant papers, as well as taking clear and accurate minutes sharing these with the Team Lead or Deputy Team Lead before distribution and save in relevant folders.

j)      The service operates from 08:00 – 17:00, the post holder will be required to cover a 17:00 finish on a rotated basis.