Job summary
An interesting and varied vacancy has arisen for an enthusiastic, flexible administrator with good communication skills and excellent organisation/admin abilities to provide a professional administrative support service to the West Sussex Orthotics Service
Please note: 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 to assess their likelihood of obtaining a Certificate of Sponsorship for this role.
Main duties of the job
a) To provide a full word processing service to agreed time scales and to a high standard of accuracy and presentation. Become familiar with specialist orthotic medical terminology.
b) To deal efficiently with telephone and face to face enquiries and support the whole team in managing patient enquiries in relation to their treatment.
c) To operate the patient administration system including retrieval of patient information. Booking and re-arranging appointments, updating patient details and adding new referrals.
d) To compare new application detail for completeness and accuracy using the NHS number tracing service when necessary.
e) To compare new application details with any existing registration details to ensure accuracy and avoid duplication and accurately input patient details on to the Trust IT System.
f) To arrange cover for clinic within the constraints notified by the Operational Manager.
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 2023 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
-
Book, amend and cancel patient appointments using the computer-based booking system and the telephone call handling system
-
Arrange cover for clinics within the constraints notified by the Admin Lead.
-
Conversion of appointment slots under the direction of the Admin Lead.
-
Monitor waiting lists and book patients in according to longest wait.
-
Contribute to reducing the number of long waiters the service has.
-
Ordering stock across all services, clinical and non-clinical.
-
To help cover other admin sites when there is the need.
-
Check new referral details for completeness and accuracy using the NHS number and update and amend patient details as necessary.
-
Compare new referral details with any existing registration details to ensure accuracy and avoid duplication. Accurately input patient referral details on to the Trust computer system.
-
Take responsibility for liaising with professional colleagues to avoid unnecessary delays in the referral process.
-
Communicate clearly and effectively with other professionals, outside agencies and patients.
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Ensure patient information remains confidential and that patient records are secure to assure confidentiality.
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Use the telephone or written media to make or amend patient appointments and deal with enquiries from patients or staff.
-
To carry out other duties which fall within the remit of this post as required by the Lead Administrator.
-
To contribute to the development of the admin service.
Job description
Job responsibilities
-
Book, amend and cancel patient appointments using the computer-based booking system and the telephone call handling system
-
Arrange cover for clinics within the constraints notified by the Admin Lead.
-
Conversion of appointment slots under the direction of the Admin Lead.
-
Monitor waiting lists and book patients in according to longest wait.
-
Contribute to reducing the number of long waiters the service has.
-
Ordering stock across all services, clinical and non-clinical.
-
To help cover other admin sites when there is the need.
-
Check new referral details for completeness and accuracy using the NHS number and update and amend patient details as necessary.
-
Compare new referral details with any existing registration details to ensure accuracy and avoid duplication. Accurately input patient referral details on to the Trust computer system.
-
Take responsibility for liaising with professional colleagues to avoid unnecessary delays in the referral process.
-
Communicate clearly and effectively with other professionals, outside agencies and patients.
-
Ensure patient information remains confidential and that patient records are secure to assure confidentiality.
-
Use the telephone or written media to make or amend patient appointments and deal with enquiries from patients or staff.
-
To carry out other duties which fall within the remit of this post as required by the Lead Administrator.
-
To contribute to the development of the admin service.
Person Specification
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.
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.
- Arranging meetings involving people from different organisations - including co-ordinating diaries, booking meeting rooms and sending out agendas and papers.
- Stock control, ordering supplies and processing financial documentation.
- Handling personally or commercially sensitive information. Organising the work of others - including setting up rotas, monitoring workload and performance.
Desirable
- Contributing to the development of administrative or office procedures Communicating effectively with a diverse range of people.
Skills
Essential
- Knowledge of Microsoft Packages
Desirable
- Worked in an NHS Setting previously
Other Requirements
Essential
- There may be some requirement to travel to other Trust sites to attend meetings.
Person Specification
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.
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.
- Arranging meetings involving people from different organisations - including co-ordinating diaries, booking meeting rooms and sending out agendas and papers.
- Stock control, ordering supplies and processing financial documentation.
- Handling personally or commercially sensitive information. Organising the work of others - including setting up rotas, monitoring workload and performance.
Desirable
- Contributing to the development of administrative or office procedures Communicating effectively with a diverse range of people.
Skills
Essential
- Knowledge of Microsoft Packages
Desirable
- Worked in an NHS Setting previously
Other Requirements
Essential
- There may be some requirement to travel to other Trust sites to attend meetings.
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.
