Job summary
We are looking for an enthusiastic individual to act as a key point of contact for clinical services. Ensure that patients, other members of the public, external stakeholders and colleagues within the Trust receive a courteous and supportive response to a range of queries and requests for information. You would play a key role in processing and managing patient referrals for the Specialist Nurses as well as supporting clinicians with their exciting Pilot for Pulmonary Rehabilitation. You will ensure that patient records are kept up to date and secure and respond to queries and requests for advice from the administrative support team. This post will have a primary role supporting the COPD Service, with crossover support for other clinical services as required. A kind, courteous and professional telephone manner is a must as you would be the main point of contact for the service and will spend a lot of time information gathering from patients to support the referral process.
Main duties of the job
Arranging routine meetings and producing, for approval, reports, charts and data analysis as required. Preparing agendas and taking minutes of meetings as required.
Provide administrative support to a number of clinical services, processing referrals, managing patient information, making appointments, writing and managing correspondence.
Be the key point of contact for patients and professionals, providing a route of communication to the clinical teams and sharing information about the service as necessary.
Maintain and develop filing systems and information storage for services.
Assist the clinical services and undertake adhoc tasks as required.
Provide support to other members of the Administration Hub, covering workloads and undertaking additional tasks as required.
To process purchase orders and order stationary, mobiles, uniforms and other items as requested by senior management.
Log bank workers shifts on Health Roster and finalise where appropriate.
About us
Why work for us?
- We have opportunities for everyone across our wide variety of services working in supportive team environments, including medical, clinical, support and corporate services
- Positive 2022 NHS Staff Survey results with compassionate culture and leadership, and support for staff wellbeing, scoring highly.
- A variety of working environments across the community, in patients' homes, within our community hospitals and bases across the county.
- Supportive flexible working patterns such as: part time, flexi time, annualised hours, and flexi retirement options.
- Excellent training and development opportunities tailored to individuals.
- Research opportunities
- Cost-effective and convenient workplace nurseries in Crawley, Hove and Brighton
- Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
- We are proud to be a Level 3 accredited Disability Confident Leader, committed to creating inclusive workplaces.
- We are proud to be a Veteran Aware Trust, achieving accreditation from Veterans Covenant Healthcare Alliance (VCHA)
- Located in stunning Sussex, with easy access to the South Downs and the coast.
- Access to a wide range of benefits and discounts for NHS staff.
Job description
Job responsibilities
Word processing of reports and letters, including amending and tidying documents and work prepared by others, drafting routine correspondence for approval by Managers and nursing staff, and without reference sending out routine correspondence using software packages as appropriate, e.g. Word, Excel, PowerPoint and Outlook.
Organising and maintaining databases and processing forms, keeping office systems up-to-date, devising and maintaining efficient filing, clerical and office systems, and providing general secretarial support within the team.
Handling patient telephone calls on a regular basis for information gathering, or patient queries with professionalism, compassion and discretion.
Providing cover and support within the team to ensure efficient continuation of service.
Dealing with incoming mail, personnel and staff enquiries and deal or re-direct as necessary.
Maintaining confidentiality at all times when dealing with personnel, staff and patient issues and sensitive Trust information.
Job description
Job responsibilities
Word processing of reports and letters, including amending and tidying documents and work prepared by others, drafting routine correspondence for approval by Managers and nursing staff, and without reference sending out routine correspondence using software packages as appropriate, e.g. Word, Excel, PowerPoint and Outlook.
Organising and maintaining databases and processing forms, keeping office systems up-to-date, devising and maintaining efficient filing, clerical and office systems, and providing general secretarial support within the team.
Handling patient telephone calls on a regular basis for information gathering, or patient queries with professionalism, compassion and discretion.
Providing cover and support within the team to ensure efficient continuation of service.
Dealing with incoming mail, personnel and staff enquiries and deal or re-direct as necessary.
Maintaining confidentiality at all times when dealing with personnel, staff and patient issues and sensitive Trust information.
Person Specification
Qualifications and/or Professional Registration
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.
- Communicating effectively with a diverse range of people.
- 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
Skills and Knowledge
Essential
- Able to communicate and explain administrative procedures and issues in a clear, concise way to a diverse range of people.
- Able to respond in a kind and sensitive way to people who may be upset or worried about their health or care.
- Able to organise meetings, ensuring a range of people are brought together at the same time and have the correct information.
- Able to 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.
- Able to write clear meeting minutes or notes.
- Advanced skills in using Microsoft Office software to create attractive and well laid-out documents and presentations. Able to use Microsoft Outlook for diary, workload and email management.
- Fast, accurate keyboard skills.
- Able to carry out basic calculations using Microsoft Excel.
Desirable
- Able to listen to and accurately represent the views of others when inviting feedback about administrative matters.
Other Requirements
Essential
- There may be some requirement to travel to other Trust sites to attend meetings and training
Person Specification
Qualifications and/or Professional Registration
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.
- Communicating effectively with a diverse range of people.
- 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
Skills and Knowledge
Essential
- Able to communicate and explain administrative procedures and issues in a clear, concise way to a diverse range of people.
- Able to respond in a kind and sensitive way to people who may be upset or worried about their health or care.
- Able to organise meetings, ensuring a range of people are brought together at the same time and have the correct information.
- Able to 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.
- Able to write clear meeting minutes or notes.
- Advanced skills in using Microsoft Office software to create attractive and well laid-out documents and presentations. Able to use Microsoft Outlook for diary, workload and email management.
- Fast, accurate keyboard skills.
- Able to carry out basic calculations using Microsoft Excel.
Desirable
- Able to listen to and accurately represent the views of others when inviting feedback about administrative matters.
Other Requirements
Essential
- There may be some requirement to travel to other Trust sites to attend meetings and training
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
