Job summary
We're offering full or part-time administrative roles in the field of diabetes, ideal for experienced administrators seeking work-life balance. Positions are available at our busy Brighton hub in Moulsecoomb, conveniently located near the A27 with free parking and good public transport links. We're looking for candidates available for 22.5+ hours per week, with flexible working options available. The service operates Monday to Friday, 8am-5pm.
The role suits organised, communicative individuals who can work independently, follow procedures, and contribute to improving both admin and clinical processes. You'll be part of a supportive admin team of around eight, collaborating closely with clinicians to ensure efficient service delivery and a positive patient experience. Key skills include diary management, accurate data entry, and attention to detail.
Please note: Due to recent changes in UK immigration and visa rules, this role is unlikely to 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 the gov.uk website before applying to assess their eligibility for a Certificate of Sponsorship for this role.
Main duties of the job
All administrators work together to support a larger, multi-disciplinary clinical team which includes Consultants, Diabetes Specialist Nurses, Healthcare Assistants, Dietitians, Podiatrists and Psychotherapists. Main responsibilities include processing incoming patient referrals, managing patient bookings and waiting lists to ensure patients are provided with treatment in a timely manner in the location of their choosing. Receiving incoming post, emails and telephone calls in a courteous, professional manner is also a key part of the role. We are a busy service so you must be able to accurately record sensitive information correctly, across multiple systems and databases, for which full training will be provided. We offer a variety of services to our patients in the community across various clinical settings, home settings as well as video and telephone support, so there is lots of interesting opportunities to develop your diabetes knowledge and NHS career.
We regularly receive great patient feedback and as the first point of contact we support our admin team with training and supervision to help deliver great customer service.
Our aim is to improve health outcomes for people living with diabetes, and to meet the needs of the diabetes population across East and West Sussex.
About us
We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.
Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.
Why work for us?o Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeingo Varied environments: community hospitals, patients' homes, and bases across Sussexo Flexible working options: part-time, flexi-time, annualised hours, and flexi-retiremento Excellent training, development, and research opportunitieso Cost-effective workplace nurseries in Crawley, Hove, and Brightono Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networkso Level 3 Disability Confident Leader and Veteran Aware Trusto Beautiful Sussex location near the South Downs and coast
Our values--Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence--guide everything we do.
We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.
This post may close early if sufficient applications are received.
Job description
Job responsibilities
Main responsibilities
a) Manage relevant waiting lists and ensure appointments are booked as per the organisational and service access policy/contractual time frames and send confirmation letters. Accurately update SystmOne rotas in a timely manner to reflect any changes due to sickness/annual leave and ensure patients are informed/rebooked. Ensures that electronic or paper patient, staff and other service records are filed accurately in an easily accessible system and kept secure.
b) Offer choice when calling patients to book appointments to help them decide best location/wait times and best person to see. Ensure patients have equity of access to the service by supporting with interpreters and patient transport as required. Support patients with set-up and troubleshooting queries i.e. technology advice during virtual clinics.
c) Follow standard operating procedure regarding accepting and processing structured education referrals. Review to ensure relevant information has been included and redirect to refer whenthreshold has not been met or results are missing; and escalate to clinician for triagewhen elevated levels have been noted on the referral.
d) Participate in team meetings and coordinate the process of collating patient feedback via Friends and Family Test. Coordinates diaries and book venues as appropriate. Contacts patients following attendance at structured education sessions to enable analysis of outcomes and effectiveness.
e) Ensure that all new clinical staff and administrative staff, including students are aware of departmental administrative procedures (such as SystmOne, referrals process and pathways). Assist the Operational Support Officer to co-ordinate new starter induction programmes and provide training support and act as a point of contact for support and queries.
f) Assist the Operational Support Officer with any review of office or administrative procedures and process notes by inviting and collating feedback from clinical and administrative colleagues. Contribute own ideas and suggestions and makes necessary updates if required. Support the development and maintenance of efficient and responsive administrative support function, escalating issues that.
g) Manage and prioritise own workload. During times of leave and unplanned absences provide cover for other administrative/secretarial staff as required. Ensure clinicians have all the necessary clinical notes prior to specific clinics and follow up on any actions such as processing and writing clinic outcome letters, booking follow up appointments, diagnostic tests and dealing with patients that did not arrive for their appointment (DNAs)
Job description
Job responsibilities
Main responsibilities
a) Manage relevant waiting lists and ensure appointments are booked as per the organisational and service access policy/contractual time frames and send confirmation letters. Accurately update SystmOne rotas in a timely manner to reflect any changes due to sickness/annual leave and ensure patients are informed/rebooked. Ensures that electronic or paper patient, staff and other service records are filed accurately in an easily accessible system and kept secure.
b) Offer choice when calling patients to book appointments to help them decide best location/wait times and best person to see. Ensure patients have equity of access to the service by supporting with interpreters and patient transport as required. Support patients with set-up and troubleshooting queries i.e. technology advice during virtual clinics.
c) Follow standard operating procedure regarding accepting and processing structured education referrals. Review to ensure relevant information has been included and redirect to refer whenthreshold has not been met or results are missing; and escalate to clinician for triagewhen elevated levels have been noted on the referral.
d) Participate in team meetings and coordinate the process of collating patient feedback via Friends and Family Test. Coordinates diaries and book venues as appropriate. Contacts patients following attendance at structured education sessions to enable analysis of outcomes and effectiveness.
e) Ensure that all new clinical staff and administrative staff, including students are aware of departmental administrative procedures (such as SystmOne, referrals process and pathways). Assist the Operational Support Officer to co-ordinate new starter induction programmes and provide training support and act as a point of contact for support and queries.
f) Assist the Operational Support Officer with any review of office or administrative procedures and process notes by inviting and collating feedback from clinical and administrative colleagues. Contribute own ideas and suggestions and makes necessary updates if required. Support the development and maintenance of efficient and responsive administrative support function, escalating issues that.
g) Manage and prioritise own workload. During times of leave and unplanned absences provide cover for other administrative/secretarial staff as required. Ensure clinicians have all the necessary clinical notes prior to specific clinics and follow up on any actions such as processing and writing clinic outcome letters, booking follow up appointments, diagnostic tests and dealing with patients that did not arrive for their appointment (DNAs)
Person Specification
Experience
Essential
- Working in an office environment where a large and diverse range of callers and visitors are received.
- Stock control, ordering supplies and processing financial documentation.
- Handling personally or commercially sensitive information.
- Communicating effectively with a diverse range of people.
Skills & Knowledge
Essential
- Organise meetings, ensuring a range of people are brought together at the same time and have the correct information.
- Work as part of a team and ensure that clinical and managerial colleagues are well-supported and not required to frequently get involved in administrative matters.
- Good keyboard skills in order to write clear, concise and grammatically accurate meeting minutes and patient notes.
- Advanced skills in using Microsoft Office software to create attractive and well laid-out documents and presentations. Able to use MSO for diary, workload and email management.
- Able to carry out basic calculations using Microsoft Excel.
Qualifications
Essential
- NVQ Level 3 or equivalent qualification in business administration. (Applicants with a lower-level qualification who have equivalent experience will be considered).
- School leaving qualification (GCSE or equivalent) in maths and English language or able to demonstrate equivalent competence.
- Demonstrate continuing personal development, eg keep training up-to-date
Desirable
Other requirements
Essential
- There may be some requirement to travel to other Trust sites to attend meetings.
- Ability to take a flexible approach to work in order to adapt to the needs of the service.
Person Specification
Experience
Essential
- Working in an office environment where a large and diverse range of callers and visitors are received.
- Stock control, ordering supplies and processing financial documentation.
- Handling personally or commercially sensitive information.
- Communicating effectively with a diverse range of people.
Skills & Knowledge
Essential
- Organise meetings, ensuring a range of people are brought together at the same time and have the correct information.
- Work as part of a team and ensure that clinical and managerial colleagues are well-supported and not required to frequently get involved in administrative matters.
- Good keyboard skills in order to write clear, concise and grammatically accurate meeting minutes and patient notes.
- Advanced skills in using Microsoft Office software to create attractive and well laid-out documents and presentations. Able to use MSO for diary, workload and email management.
- Able to carry out basic calculations using Microsoft Excel.
Qualifications
Essential
- NVQ Level 3 or equivalent qualification in business administration. (Applicants with a lower-level qualification who have equivalent experience will be considered).
- School leaving qualification (GCSE or equivalent) in maths and English language or able to demonstrate equivalent competence.
- Demonstrate continuing personal development, eg keep training up-to-date
Desirable
Other requirements
Essential
- There may be some requirement to travel to other Trust sites to attend meetings.
- Ability to take a flexible approach to work in order to adapt to the needs of the service.
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.
