Job summary
Act as a key point of contact for clinical services. Ensure that patients, other members of the public, external stakeholders and colleagues within the Trust receive a courteous and supportive response to a range of queries and requests for information. Play a key role in supporting clinical teams in the organisation and management of their patient caseloads. They will ensure that patient records are kept up to date and secure and respond to queries and requests for advice from the administrative support team.
This post will primarily support the Bladder & Bowel Service.
Main duties of the job
- Provide administrative support to a number of clinical services, processing referrals, managing patient information, making appointments, writing and managing correspondence
- Arranging routine meetings and producing, for approval, reports, charts and data analysis as required. Preparing agendas and taking minutes of meetings as required.
- Be a point of contact for patients and professionals, providing a route of communication to the clinical teams and sharing information about the service as necessary.
- Maintain and develop filing systems and information storage for services.
- Assist the clinical services and undertake adhoc tasks as require
- Provide support to other members of the Administration Hub, covering workloads and undertaking additional tasks as required.
- To process purchase orders and order stationary, mobiles, uniforms and other items as requested by clinical teams and senior management.
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 2023 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
- Provide a proactive and thorough administration function to clinical teams, managing referrals in, appointments, patient and professional correspondence, frontline communication via phone and email.
- To develop knowledge of their primary clinical service, understanding and contributing to the development of processes, and able to provide correct information to patients and external stakeholders as necessary.
- Word processing of reports and letters, including amending and tidying documents and work prepared by others, drafting routine correspondence for approval by Managers and nursing staff, and without reference sending out routine correspondence using software packages as appropriate, e.g. Word, Excel, PowerPoint and Outlook.
- Organising and maintaining databases and processing forms, keeping office systems up-to-date, devising and maintaining efficient filing, clerical and office systems, and providing general secretarial support within the team.
- Providing cover and support within the team to ensure efficient continuation of service.
- Dealing with incoming mail, personnel and staff enquiries and deal or re-direct as necessary.
- Maintaining confidentiality at all times when dealing with personnel, staff and patient issues and sensitive Trust information.
Job description
Job responsibilities
- Provide a proactive and thorough administration function to clinical teams, managing referrals in, appointments, patient and professional correspondence, frontline communication via phone and email.
- To develop knowledge of their primary clinical service, understanding and contributing to the development of processes, and able to provide correct information to patients and external stakeholders as necessary.
- Word processing of reports and letters, including amending and tidying documents and work prepared by others, drafting routine correspondence for approval by Managers and nursing staff, and without reference sending out routine correspondence using software packages as appropriate, e.g. Word, Excel, PowerPoint and Outlook.
- Organising and maintaining databases and processing forms, keeping office systems up-to-date, devising and maintaining efficient filing, clerical and office systems, and providing general secretarial support within the team.
- Providing cover and support within the team to ensure efficient continuation of service.
- Dealing with incoming mail, personnel and staff enquiries and deal or re-direct as necessary.
- Maintaining confidentiality at all times when dealing with personnel, staff and patient issues and sensitive Trust information.
Person Specification
Qualifications
Essential
- General standard of education to GSCE or equivalent, Maths and English C or above
Desirable
- NVQ Level 3 or equivalent qualification in business administration.
Other
Essential
- Able to respond in a kind and sensitive way to people who may be upset or worried about their health or care.
- Able to work as part of a team.
- Advanced skills in using Microsoft Office and fast, accurate keyboard skills.
Desirable
- Experience of using System One
Experience
Essential
- Working in an office environment where a large and diverse range of callers and visitors are received.
- Dealing directly with customers, patients and members of the public.
- Stock control, ordering supplies.
- Communicating effectively with a diverse range of people.
- Handling personally or commercially sensitive information.
Desirable
- Contributing to the development of administrative or office procedures.
- Arranging meetings including minute taking.
Person Specification
Qualifications
Essential
- General standard of education to GSCE or equivalent, Maths and English C or above
Desirable
- NVQ Level 3 or equivalent qualification in business administration.
Other
Essential
- Able to respond in a kind and sensitive way to people who may be upset or worried about their health or care.
- Able to work as part of a team.
- Advanced skills in using Microsoft Office and fast, accurate keyboard skills.
Desirable
- Experience of using System One
Experience
Essential
- Working in an office environment where a large and diverse range of callers and visitors are received.
- Dealing directly with customers, patients and members of the public.
- Stock control, ordering supplies.
- Communicating effectively with a diverse range of people.
- Handling personally or commercially sensitive information.
Desirable
- Contributing to the development of administrative or office procedures.
- Arranging meetings including minute taking.
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.
