Business Support Administrator

Job summary

We are seeking a highly motivated and committed administrator, who has excellent attention to detail, strong communication skills and a willingness to learn.You will be part of a skill mixed team, working to build on good performance in order to maximise the contribution of the Community Paediatric Medical Service.

The successful applicant will need to have good time management skills, be self- motivated with a positive attitude. In addition to these skills all administrators need to be customer focused, have an excellent telephone manner and proven IT skills, knowledge of SystmOne and the e-Referrals Service would be an advantage and have experience in using Microsoft programmes, such as Excel, Word and Outlook.

The Community Paediatric Team look after children in and out of the Southampton and New Forest areas. You will need to ensure the smooth running of the Paediatric clinics, working closely with the Paediatricians and HealthCare Professionals/outside agencies.

Main duties of the job

• Carry out clinical diary management, appointment, and room bookings as necessary.
• Manage appointment bookings, updating electronic record system and sending appointment letters following Trust guidelines and targets.
• Ensure referrals are actioned and uploaded to System1 following the agreed Child & Family Service and Locality Team procedures according to the defined performance targets and timescales.

• Proof reading and formatting clinical letters assessments, reports, and letters. Paying close attention to detail, making corrections where necessary and highlighting queries, following service SOPs. This involves full focused attention for prolonged periods of time.

• Ensure test requests and results are recorded and passed to clinicians within set timescales.
• Produce letters, minutes or memoranda using standardised Trust templates and ensuring accurate filing, recording and distribution.
• Process incoming and outgoing mail, telephone, or written messages, distributing appropriately and in a timely manner.
• Work independently with allocated work and collaboratively with the wider team to share information where necessary.
• Alert the Business Support Lead of any incidents that require escalation.
• Assist with Subject Access Requests, retrieving notes from archiving or printing from electronic record system.

• Report and record any incidents arising.
• Support with business contingency plans

About us

We have been working with other local NHS Trusts to create a new organisation, bringing together all community, mental health and learning disability services from across Hampshire and Isle of Wight. Subject to approvals, the aim is for the new Trust to be formed by July 2024.Project Fusion is the name for the programme to create the new combined NHS Foundation Trust. Hampshire and Isle of Wight Healthcare NHS Foundation Trust will be bringing the services into a single organisation will result in more consistent care, more equitable access to services irrespective of postcode, and a more sustainable workforce and services. The new organisation will operate locally to ensure services can best meet the needs of different communities.The new Trust will be comprised of all the services currently provided by Solent NHS Trust and Southern Health NHS Foundation Trust, the community, mental health and learning disability services provided by Isle of Wight NHS Trust and child and adolescent mental health services delivered in parts of Hampshire by Sussex Partnership NHS Foundation Trust.Colleagues will transfer to the new organisation under Transfer of Undertakings (Protection of Employment) -- known as TUPE on 1st July 2024. TUPE is a legal process to ensure you transfer out of one organisation and into another, maintaining the terms and conditions of your employment.