Job summary
Are you someone who has great people and interpersonal skills? Are you looking for a role where you can make a difference every day? Do you have a good eye for detail? At NHS West Sussex Talking Therapies - Long Term Conditions we are looking for a full-time Team Administrator to join our team on a 12-month fixed-term contract. Working days are Monday to Friday and the role is office based, 9.00 to 5.00 with occasional 8.00 to 4.00. The role will require some travel between the Worthing and Horsham offices. Some flexibility can be given around permanent office base, i.e. Worthing or Horsham.
This is a busy, pressured but rewarding role. The successful candidate will need to be computer literate, able to demonstrate excellent organisational and communication skills. You will often be the first person a patient will have contact with when referring into our service, so a background working in a customer service or a patient facing role would be ideal.
Main duties of the job
Working in our friendly admin team, you'll be in regular contact with our clinicians and their patients who are in need of support with the emotional demands of living with a long term health condition. You'll also be engaged in service development for administrative processes helping to maximise efficiency and ensure good patient experience and practice.
You will be primarily responsible for registering patient referrals into the service- referrals are received online, via telephone or via other health professionals. You will be booking appointments onto our patient database, dealing with patient enquiries and supporting our wider clinical teams.
We're looking for a team player who can help us provide an effective and robust administrative service; to be able to work unsupervised and prioritise workload on a day to day basis, demonstrating initiative and flexibility liaising with other team members to ensure continuity of service. Competent and accurate IT skills, including the use of Microsoft packages, are a must, as is a pleasant telephone manner and the ability to work to tight deadlines, remaining calm under pressure.
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
The main priority of this position is to work as part of the Administrative Team and manage patient referrals into the service while providing comprehensive administrative support to the wider clinical and management team. Referrals will be made via telephone and online directly by patients and health care professionals. You will need to answer calls and respond to patient needs in a timely manner whilst ensuring accurate recording of patient information onto our patient database.
Excellent communication skills are essential to deal with a wide variety of patient queries and needs. The post holder must be able to document clear and accurate records that reflect information provided during the referral and screening process. This is a busy office working environment with varied daily tasks. It is therefore essential to possess the ability to prioritise and multi-task the competing demands of patients and colleagues alike.
Further career and development opportunities may be available. Please refer to the job description for more information.
Job description
Job responsibilities
The main priority of this position is to work as part of the Administrative Team and manage patient referrals into the service while providing comprehensive administrative support to the wider clinical and management team. Referrals will be made via telephone and online directly by patients and health care professionals. You will need to answer calls and respond to patient needs in a timely manner whilst ensuring accurate recording of patient information onto our patient database.
Excellent communication skills are essential to deal with a wide variety of patient queries and needs. The post holder must be able to document clear and accurate records that reflect information provided during the referral and screening process. This is a busy office working environment with varied daily tasks. It is therefore essential to possess the ability to prioritise and multi-task the competing demands of patients and colleagues alike.
Further career and development opportunities may be available. Please refer to the job description for more information.
Person Specification
Qualifications and/or professional registration
Essential
- Educated to GCSE (or equivalent), including English
- NVQ Level 2 (or equivalent) in business administration. Candidates who can demonstrate equivalent experience will be considered.
Desirable
Experience
Essential
- Competent in the use of MS Office, including proficient in Word, Excel, PowerPoint and Outlook
- At least 1 year's relevant administrative/secretarial experience or similar within the last 3 years.
- Excellent organisational skills
- Supporting a team and working to deadlines
Desirable
- Working within an NHS/Health setting
- Evidence of well developed decision making
Skills and knowledge
Essential
- Experience of telephony/call centre
- Good communication skills, written and verbal
- Ability to create and maintain clear, accurate and precise documentation
- Able to prioritise enquiries and respond effectively.
- Able to prioritise own workload and to relate to the priorities of the service.
- Good time management skills
- Good standard of inter-personal skills
- Able to work on own initiative
- Able to work as part of a team
- To be able to maintain confidentiality and deal with sensitive information
- Demonstrate a calm and constructive approach to dealing with unpredictable situations
Other requirements
Essential
- Ability to travel across West Sussex
- Able to work shift patterns to cover the service hours of 08:00 - 17:00
Person Specification
Qualifications and/or professional registration
Essential
- Educated to GCSE (or equivalent), including English
- NVQ Level 2 (or equivalent) in business administration. Candidates who can demonstrate equivalent experience will be considered.
Desirable
Experience
Essential
- Competent in the use of MS Office, including proficient in Word, Excel, PowerPoint and Outlook
- At least 1 year's relevant administrative/secretarial experience or similar within the last 3 years.
- Excellent organisational skills
- Supporting a team and working to deadlines
Desirable
- Working within an NHS/Health setting
- Evidence of well developed decision making
Skills and knowledge
Essential
- Experience of telephony/call centre
- Good communication skills, written and verbal
- Ability to create and maintain clear, accurate and precise documentation
- Able to prioritise enquiries and respond effectively.
- Able to prioritise own workload and to relate to the priorities of the service.
- Good time management skills
- Good standard of inter-personal skills
- Able to work on own initiative
- Able to work as part of a team
- To be able to maintain confidentiality and deal with sensitive information
- Demonstrate a calm and constructive approach to dealing with unpredictable situations
Other requirements
Essential
- Ability to travel across West Sussex
- Able to work shift patterns to cover the service hours of 08:00 - 17:00
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.
