Job summary
Community Therapy Service Brighton Team is looking for an administrator to work within the team based at Brighton General Hospital. The role will involve supporting the day-to-day delivery of the community therapy service by providing first line contact to service users and other professionals.
The post holder must have good organisational and communication skills and be able to work under their own initiative and follow directions. They must also be actively engaged in service development for both administrative and clinical processes to maximise efficiency and ensure a good patient experience.
Main responsibilities include processing incoming information including patient referrals. Working alongside and taking direction from the operational leads, the successful candidate will provide other administration support to include stock control, monitoring of email inboxes, scanning, stock management & processing subject access requests.
Receiving incoming post, emails and telephone calls in a courteous, professional manner is a key part of the role.
Main duties of the job
Receive calls into the service. Respond to queries and requests and gather the relevant narrative to ensure clear information is obtained and forwarded on to the community therapy team clinical coordinators, clinical leads and individual member of staffs.
Devising and maintaining efficient filing, clerical & office systems, & providing administrative support to the teams, including photocopying, dealing with internal/external post.
Monitor & maintain stocks of therapy supplies, stationery, equipment & resources for the team.
Processing referrals received into the service and registering patient referrals on System 1- referrals are received online, via telephone, other health professionals and other electronically received correspondence.
Monitoring generic therapy mail box , managing tasks and batch reports.
Processing of subject access requests.
Reporting sickness of staff members to team leads.
Attending and contributing to staff meetings and supporting developments within the service.
To be able to use own initiative, deal with anything that arises on a day to day basis and liaise effectively with Clinical Leads and Team
Carrying out any duties or responsibilities reasonably delegated or requested by the Clinical Leads including PA support as required.
About us
We are the main provider of NHS community services across East and West Sussex. Our 6,000 staff serve a population of 1.3 million providing essential medical, nursing, and therapeutic care to adults and children.
Our Trust vision is to provide excellent care at the heart of the community, helping people plan, manage, adapt to changes in their health, supporting avoidable hospital admissions and reducing hospital stay times.
We have opportunities for everyone across our wide variety of services including medical, clinical, support and corporate services.
Why work for us?
- Positive 2022 NHS Staff Survey results, scoring highly in compassionate culture & leadership, and staff wellbeing support
- 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
- Research opportunities
- Cost-effective workplace nurseries in Crawley, Hove and Brighton
- Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
- Level 3 accredited Disability Confident Leader, committed to creating inclusive workplaces
- 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
To provide day to day administrative support.
Liaising and dealing in a professional and helpful manner with clients, staff and other departments or agencies by telephone, taking messages, referring other issues as appropriate and answering routine enquiries.
Helping with any system issues reporting and dealing with and IT problems.
Participating in the Trust supervision and appraisal strategy.
To contribute to the service planning and development group in relation to administration systems and procedures.
To order and maintain adequate levels of stationery and equipment as required by the team, authorised by the Lead.
To maintain expected standards of office safety and security.
Make up Patient Yellow Files add to System One and discharge when the service has completed the treatment.
To support the team in the day to day running, tasks include ordering PPE saving caseloads onto the USB stick answering the phone.
Word processing of reports and letters, including amending and tidying documents prepared by others, drafting routine correspondence for approval by the team members and taking formal minutes of meetings as required, using software packages as appropriate, e.g. Word, Excel and PowerPoint.
Maintain and update IT and Maintenance data bases with any Team issues.
Keeping office systems up-to-date (e.g. bring forward), devising and maintaining efficient filing, clerical and office systems, and providing general support within the team.
Helping with meetings organised within the Team and writing up the notes.
Receive and sort internal and external mail and deal with each appropriately.
Job description
Job responsibilities
To provide day to day administrative support.
Liaising and dealing in a professional and helpful manner with clients, staff and other departments or agencies by telephone, taking messages, referring other issues as appropriate and answering routine enquiries.
Helping with any system issues reporting and dealing with and IT problems.
Participating in the Trust supervision and appraisal strategy.
To contribute to the service planning and development group in relation to administration systems and procedures.
To order and maintain adequate levels of stationery and equipment as required by the team, authorised by the Lead.
To maintain expected standards of office safety and security.
Make up Patient Yellow Files add to System One and discharge when the service has completed the treatment.
To support the team in the day to day running, tasks include ordering PPE saving caseloads onto the USB stick answering the phone.
Word processing of reports and letters, including amending and tidying documents prepared by others, drafting routine correspondence for approval by the team members and taking formal minutes of meetings as required, using software packages as appropriate, e.g. Word, Excel and PowerPoint.
Maintain and update IT and Maintenance data bases with any Team issues.
Keeping office systems up-to-date (e.g. bring forward), devising and maintaining efficient filing, clerical and office systems, and providing general support within the team.
Helping with meetings organised within the Team and writing up the notes.
Receive and sort internal and external mail and deal with each appropriately.
Person Specification
Experience
Essential
- Working in an office environment where a large and diverse range of callers and visitors are received. oDealing directly with customers, patients and members of the public. o Stock control, ordering supplies and processing financial documentation. o Communicating effectively with a diverse range of people. o Handling personally or commercially sensitive information.
Desirable
- Contributing to the development of administrative or office procedures o Experience of using Systm1
- Experience of working in a therapy or MDT team
Skills and Knowledge
Essential
- o Able to communicate and explain administrative procedures and issues in a clear, concise way to a diverse range of people. o Able to communicate effectively verbally (face to face, and phone) and in writing with patients and health professionals o Able to respond in a kind and sensitive way to people who may be upset or worried about their health or care. o Ability to work as part of a team or be self-directed and work alone, to manage own workload and work to deadlines, oTo be able to maintain confidentiality and deal with sensitive information
Desirable
- Able to listen to and accurately represent the views of others when inviting feedback about administrative matters
- Able to use Excel to produce spreadsheets and reports
- Experience in taking minutes in meetings and use of Microsoft Teams
Other requirements
Essential
- o Ability to take a flexible approach to work in order to adapt to the needs of the service oTo be able to demonstrate continuing personal development
Qualifications
Essential
- o General standard of education to GSCE level or equivalent
Desirable
- NVQ Level 3 or equivalent qualification in business administration
Person Specification
Experience
Essential
- Working in an office environment where a large and diverse range of callers and visitors are received. oDealing directly with customers, patients and members of the public. o Stock control, ordering supplies and processing financial documentation. o Communicating effectively with a diverse range of people. o Handling personally or commercially sensitive information.
Desirable
- Contributing to the development of administrative or office procedures o Experience of using Systm1
- Experience of working in a therapy or MDT team
Skills and Knowledge
Essential
- o Able to communicate and explain administrative procedures and issues in a clear, concise way to a diverse range of people. o Able to communicate effectively verbally (face to face, and phone) and in writing with patients and health professionals o Able to respond in a kind and sensitive way to people who may be upset or worried about their health or care. o Ability to work as part of a team or be self-directed and work alone, to manage own workload and work to deadlines, oTo be able to maintain confidentiality and deal with sensitive information
Desirable
- Able to listen to and accurately represent the views of others when inviting feedback about administrative matters
- Able to use Excel to produce spreadsheets and reports
- Experience in taking minutes in meetings and use of Microsoft Teams
Other requirements
Essential
- o Ability to take a flexible approach to work in order to adapt to the needs of the service oTo be able to demonstrate continuing personal development
Qualifications
Essential
- o General standard of education to GSCE level or equivalent
Desirable
- NVQ Level 3 or equivalent qualification in business administration
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.
