Job summary
We are looking for a friendly, organised, confident, proactive team administrator to support the Community Neurological Rehabilitation Team (CNRT) North, based at Horsham Hospital
CNRT is a supportive, friendly and welcoming team and we support patients living with neurological conditions in the community. We are a large, busy team and need an administrator to help us run an efficient and effective service.
You will be:
- Providing efficient administrative support to the multi-disciplinary team
- Answering the telephone and dealing with queries
- Managing the team email inbox
- Using SystmOne to manage referrals
- Booking outpatient appointments
You will need to be:
- Confident, able to ask for help
- Autonomous and take initiative
- Proactive and organised
- Friendly and welcoming
Please note: Due to recent changes in UK immigration and visa rules, this role may not 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.
Skilled Worker visa: going rates for eligible occupation codes - GOV.UK
Health and Care Worker visa: If you'll need to meet different salary requirements - GOV.UK
Main duties of the job
a) Managing the team email inbox and dealing with emails efficiently
b) Answering the telephone and dealing with queries from patients, carers and healthcare professionals calmly and efficiently
c) Monitoring the lone worker phone
d) Using SystmOne (S1) to manage referrals, book outpatient appointments, generate letters and respond to Subject Access Requests (SAR)
e) Booking rooms for team meetings and in-service training, booking speakers, arranging agendas and appropriate documents, writing minutes in a timely manner
f) Using health roster to accurately record and approve staff shifts
g) Using Oracle to order equipment and supplies
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 Accredited Living Wage Employer, we ensure fair pay for all our staffo 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 Trust
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
General administration
a) Managing the team email inbox, signposting emails to relevant clinicians, responding to emails from referrers and other healthcare professionals and patients
b) Using SystmOne (S1) to add referrals to the caseload and waiting lists, generating relevant letters, actioning tasks and responding to Subject Access Requests (SAR) in a timely manner
c) Calling patients to book outpatient appointments and assisting therapists to manage waiting lists
Conveying accurate information/messages to the MDT from telephone calls, e-mails, correspondence from clients and professionals
Talking to patients/relatives/carers and other healthcare professionals on the telephone always being approachable and respectful
Responding sensitively and appropriately to patients or carers in distress and giving appropriate advice regarding further advice and assistance.
Liaising with referrers e.g. healthcare professionals, GPs by telephone/email regarding missing information e.g. referral information and reports
Typing clinical and other reports and letters for clinicians
Organising meetings, appointments and booking in-service training speakers. Booking and setting up meeting venues. Preparing agendas, co-ordinating background information, circulating relevant documents, booking rooms and attending various meetings as minute secretary
Using Oracle to order patient equipment/supplies and any other items as requested by team members
Sharing responsibility with other team administrators for ordering and storage of stationery and office supplies, maintaining stock levels, checking deliveries against orders, liaising with Supplies Department when orders are incorrect and arranging return of incorrect goods.
Using Health Roster to accurately record and approve staff shifts, in collaboration with team lead
m) Assisting with data collection and audit as required
Staff support
a) Monitoring the team lone worker phone and deal with any phone calls quickly and efficiently
Helping with preparation for new staff completing IT requests, ordering equipment, ensuring correct forms are completed
c) To support team lead in any additional tasks that may be needed
d) To accurately record staff sickness on appropriate form
Other
a) To be able to deal with frequent interruptions which can affect concentration and stop the current task
b)To demonstrate flexibility and initiative in response to the needs of the team
c)To attend regular supervision to discuss matters relating to workload and implementation, dealing with difficult phone calls etc.
d) To understand medical/ rehabilitation terminology for transcribing complex and sensitive medical/ therapy letters.
To maintain a good command of the Microsoft Office and SystmOne applications and be able to use them confidently and skilfully
Job description
Job responsibilities
General administration
a) Managing the team email inbox, signposting emails to relevant clinicians, responding to emails from referrers and other healthcare professionals and patients
b) Using SystmOne (S1) to add referrals to the caseload and waiting lists, generating relevant letters, actioning tasks and responding to Subject Access Requests (SAR) in a timely manner
c) Calling patients to book outpatient appointments and assisting therapists to manage waiting lists
Conveying accurate information/messages to the MDT from telephone calls, e-mails, correspondence from clients and professionals
Talking to patients/relatives/carers and other healthcare professionals on the telephone always being approachable and respectful
Responding sensitively and appropriately to patients or carers in distress and giving appropriate advice regarding further advice and assistance.
Liaising with referrers e.g. healthcare professionals, GPs by telephone/email regarding missing information e.g. referral information and reports
Typing clinical and other reports and letters for clinicians
Organising meetings, appointments and booking in-service training speakers. Booking and setting up meeting venues. Preparing agendas, co-ordinating background information, circulating relevant documents, booking rooms and attending various meetings as minute secretary
Using Oracle to order patient equipment/supplies and any other items as requested by team members
Sharing responsibility with other team administrators for ordering and storage of stationery and office supplies, maintaining stock levels, checking deliveries against orders, liaising with Supplies Department when orders are incorrect and arranging return of incorrect goods.
Using Health Roster to accurately record and approve staff shifts, in collaboration with team lead
m) Assisting with data collection and audit as required
Staff support
a) Monitoring the team lone worker phone and deal with any phone calls quickly and efficiently
Helping with preparation for new staff completing IT requests, ordering equipment, ensuring correct forms are completed
c) To support team lead in any additional tasks that may be needed
d) To accurately record staff sickness on appropriate form
Other
a) To be able to deal with frequent interruptions which can affect concentration and stop the current task
b)To demonstrate flexibility and initiative in response to the needs of the team
c)To attend regular supervision to discuss matters relating to workload and implementation, dealing with difficult phone calls etc.
d) To understand medical/ rehabilitation terminology for transcribing complex and sensitive medical/ therapy letters.
To maintain a good command of the Microsoft Office and SystmOne applications and be able to use them confidently and skilfully
Person Specification
Qualifications
Essential
- GCSE (or equivalent) pass in Maths and English or able to demonstrate equivalent competence
Desirable
- NVQ(or equivalent) in Business Administration
Experience
Essential
- Work experience within an administrative role
- Communicating with a diverse range of people
Desirable
- Dealing directly with members of the public, including patients/family/carers on the telephone
- Writing professional letters and emails
- Handling confidential or sensitive information
Skills and Knowledge
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 and ensure that clinical and managerial colleagues are well supported with administrative matters
- Able to prioritise tasks and workload as appropriate
- Able to be autonomous and use own initiative
Desirable
- Able to organise meetings, ensuring a range of people are brought together at the same time and have the correct information
- Advanced skills in using Microsoft Office software to create professional and well laid- out documents and presentations. Able to use Microsoft Outlook for diary, workload and email management
- Fast, accurate keyboard skills
- Be willing to learn new skills as needed
- Able to use SystmOne (S1)
Person Specification
Qualifications
Essential
- GCSE (or equivalent) pass in Maths and English or able to demonstrate equivalent competence
Desirable
- NVQ(or equivalent) in Business Administration
Experience
Essential
- Work experience within an administrative role
- Communicating with a diverse range of people
Desirable
- Dealing directly with members of the public, including patients/family/carers on the telephone
- Writing professional letters and emails
- Handling confidential or sensitive information
Skills and Knowledge
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 and ensure that clinical and managerial colleagues are well supported with administrative matters
- Able to prioritise tasks and workload as appropriate
- Able to be autonomous and use own initiative
Desirable
- Able to organise meetings, ensuring a range of people are brought together at the same time and have the correct information
- Advanced skills in using Microsoft Office software to create professional and well laid- out documents and presentations. Able to use Microsoft Outlook for diary, workload and email management
- Fast, accurate keyboard skills
- Be willing to learn new skills as needed
- Able to use SystmOne (S1)
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.
