Team Administrator - Podiatry Service

Job summary

Would you like to join our supportive, hardworking and caring, Podiatry West Admin team?

The Podiatry West team is seeking an experienced and enthusiastic administrator to provide high-quality administrative support across our service. This full-time role will involve covering reception at The Richard Hotham Unit, Bognor Regis War Memorial Hospital on Mondays and Tuesdays, and at the Chapel Street Clinic in Chichester from Wednesday to Friday.

We are also open to applications from candidates interested in a job share arrangement, with two part-time administrators dividing the role.

Free on-site parking is available at both locations.

The core base sites for this role will be Bognor Regis War Memorial Hospital and Chapel Street Clinic; however, a reception desk is also located at Selsey Medical Practice. Travel between locations will therefore be required, and the successful candidate will be expected to provide cross-site cover during periods of annual leave and sickness.

Podiatry prides itself on providing the best care it can to patients, providing enhanced care to those who are at moderate or high risk for developing complications as well as those with active ulceration.

Admin are a hugely important part of our service and along with our diligent, professional and hardworking clinicians are a very much valued part of our team.

Main duties of the job

Main duties of the job

1.) Receive callers and visitors to the service. Responds to queries and requests for information within set procedural guidelines.

2.) Regularly checks on the tidiness and cleanliness of the office environment and takes action to ensure any problems are resolved.

3.) Reports any building or equipment maintenance problems to the Trust's Estates Helpline.

4.) Formats letters, reports and presentations to a high standard of accuracy and visual attractiveness.

5.) Carries out or organises photocopying.

6.) Ensures incoming or outgoing post is processed promptly.

7.) Places orders for stationary and other office supplies. Ensures requisitions and invoices are checked and approved by an appropriate manager.

8.) Manages referrals into the service and books patient appointments

9.) Monitors waiting lists and ensures patients are booked follow up appointments

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

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

Detailed job description and main responsibilities

1. Assists the Operational Team Lead, Business Support Office and Admin Lead with any review of office or administrative procedures by inviting and collating feedback from clinical and administrative colleagues. Contributes own ideas and suggestions.
2. Arranges team meetings. Takes appropriate notes and writes up the minutes for meetings attended.
3. Allocates work to new staff or less experienced staff. Provides day to day guidance and support on administrative issues and queries.
4. Authorised to order stationary and other office supplies.
5. Ensures that electronic or paper patient, staff and other service records are filed accurately in an easily accessible system and kept secure.
6. Processing referral forms and regularly checking referrals inbox for electronic referrals to the service. Checking electronic tasks on SystmOne to ensure that referrals are picked up and queries to the service via SystmOne are managed.
7. Using AccuRx to communicate with patients, send information to them, and to manage their appointments.
8. Assist with management of SystmOne staff rotas, to include; applying, amending, blocking annual leave for staff, blocking for meetings. This list is not exhaustive and will include ad hoc duties involved in management of staff rotas.
9. The Post holder will be expected to assist with annual leave and sickness cover for other members of the Podiatry administrative staff. This may include travel to other clinical locations.

This is an office based role and successful applicant may be required to travel between SCFT community sites.

Podiatry use SystmOne for booking appointments, checking waiting lists, entering referrals, and caseload management. Previous experience would be ideal, but not imperative as full training will be given on-site.

The role is very much patient facing with daily interaction both face to face and on the telephone, experience of dealing with the public on a professional level is ideal.

To join our team and support our delivery of excellent care at the heart of the community, please apply.

Person Specification

Qualifications

Essential

• GCSE or equivalent in Maths & English
• NVQ level 3 in business administration

Experience

Essential

• Previous NHS experience
• Previous Admin experience
• Patient / customer facing role
• Experience of arranging meetings

Skills and knowledge

Essential

• Able to write clear meeting minutes or notes
• Advanced IT skills
• Experience of a patient booking system
• Accurate keyboard skills

Desirable

• Knowledge of SystmOne