Job summary
We are looking for an experienced administrator to join the Integrated Respiratory Service within Brighton and Hove. You will be based at Brighton General Hospital and be working as part of a dynamic multi- disciplinary team working with a variety of health professionals, to provide a service to patients with chronic lung diseases.
You will be responsible for providing administrative support to all team members. This is to include computerised information systems, word processing, developing and maintaining filing systems. You will be handling calls coming into the service, with both urgent and routine enquiries, as well as making calls out to patients, to make appointments and to check demographic details and gauge interest in our exercise and education programme.
The successful candidate will have had 2 years previous administrative/clerical experience including at least 1 year in a health or social care environment. Excellent communication skills and a clear understanding of procedures in relation to data protection/confidentiality is essential. Highly developed organisational/time management skills, good team working skills and the ability to adapt to the changing needs of the team, working to tight deadlines with minimal supervision are also vital.
Main duties of the job
To provide a comprehensive secretarial and administrative service to the Community Respiratory service, a team of multi-disciplined community practitioners.To communicate with the public, dealing efficiently with correspondence and regular inputting of client details onto the electronic notes system.To act as a key point of contact for the Community Respiratory service. 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 requestsfor information.To play a key role in organising and supporting casework reviews and other multi-agency meetings.
They will ensure that patient records are kept up to date and secureand respond to queries and requests for advice from junior members of theadministrative support team.To work closely with the other team administrator for the Community Respiratory Service, providing cover for each other during any absences.
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 2023 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 deal in a professional, helpful and sensitive manner with clients, staff and other by telephone or face to face, taking messages, advising patients about visits,referring other issues as appropriate and answering routine enquiries.To respond to queries and requests for information within set procedural guidelines.To manage and prioritise workload on a daily basis and deal with the competing demands of the Community Respiratory Service.To report any building or equipment maintenance problems to the Trusts estates helpline.To attend meetings to take minutes or notes, transcribe and distribute to all attendees.To produce and format letters, reports and presentations to a high standard of accuracy and visual attractiveness without reference and using own initiative.To prepare and type reports from draft documents these will include patient reports of a sensitive nature.To devise and maintain efficient filing systems, clerical and office systems, and providing administrative support to the teams, including photocopying, e-mails, faxing, dealing with internal/external post.To order and maintain stocks of nursing supplies, stationery, equipment and resources for the team, including ordering of specific medical equipment for clients as directed by the team.To manage and prioritise workload on a daily basis and deal with the competing demands of the Community Respiratory service.To make up new client information and record packs, manually and electronically.To be proficient in using Microsoft office packages and support other team members in their use.To populate and manipulate Excel spreadsheets.To organise and maintain caseload system for clients and develop and maintain other client databases as required.To input data onto the SystmOne to update client details and registration and referral status, and ensure client details are correct.To extract caseload information from the SystmOne as required, and undertake analysis of caseload information for clinical audit purposes, including running SystmOne reports and converting data into charts and tables for sharing with the team.To use the the Spine for person tracing, to search for clients NHS numbers, to obtain information about General Practitioners and to correct client details on SystmOne.To collate data for audit purposes.To ensure that all new clinical staff, including students are aware of departmental administrative procedures and help co-ordinate and participate in new starter inductionprogrammes.To carry out any other duties as requested that are in line with the grade and scope of the post.
Job description
Job responsibilities
To deal in a professional, helpful and sensitive manner with clients, staff and other by telephone or face to face, taking messages, advising patients about visits,referring other issues as appropriate and answering routine enquiries.To respond to queries and requests for information within set procedural guidelines.To manage and prioritise workload on a daily basis and deal with the competing demands of the Community Respiratory Service.To report any building or equipment maintenance problems to the Trusts estates helpline.To attend meetings to take minutes or notes, transcribe and distribute to all attendees.To produce and format letters, reports and presentations to a high standard of accuracy and visual attractiveness without reference and using own initiative.To prepare and type reports from draft documents these will include patient reports of a sensitive nature.To devise and maintain efficient filing systems, clerical and office systems, and providing administrative support to the teams, including photocopying, e-mails, faxing, dealing with internal/external post.To order and maintain stocks of nursing supplies, stationery, equipment and resources for the team, including ordering of specific medical equipment for clients as directed by the team.To manage and prioritise workload on a daily basis and deal with the competing demands of the Community Respiratory service.To make up new client information and record packs, manually and electronically.To be proficient in using Microsoft office packages and support other team members in their use.To populate and manipulate Excel spreadsheets.To organise and maintain caseload system for clients and develop and maintain other client databases as required.To input data onto the SystmOne to update client details and registration and referral status, and ensure client details are correct.To extract caseload information from the SystmOne as required, and undertake analysis of caseload information for clinical audit purposes, including running SystmOne reports and converting data into charts and tables for sharing with the team.To use the the Spine for person tracing, to search for clients NHS numbers, to obtain information about General Practitioners and to correct client details on SystmOne.To collate data for audit purposes.To ensure that all new clinical staff, including students are aware of departmental administrative procedures and help co-ordinate and participate in new starter inductionprogrammes.To carry out any other duties as requested that are in line with the grade and scope of the post.
Person Specification
Experience
Essential
- At least one year's relevant administrative experience within the last 3 years
- Experience of typing and producing documents e.g. letters and reports
- Working in an office environment where a large and diverse range of callers and visitors are received
- Experience of developing and management of filing systems (electronic and paper)
- At least 2 years' experience of using a PC and Microsoft office packages to an advanced level
- Experience of data inputting, databases, spreadsheets and system one
- Experience of working with/dealing with the public
Desirable
- Experience in dealing with various internal and external departmental agencies
- Experience of working in a health setting
- Ordering supplies and maintaining stock
Qualifications
Essential
- NVQ level 2 or equivalent in business administration
- General standard of education to GCSE level in maths and English language or able to demonstrate equivalent competence
- Computer related certificate or equivalent
Skills and Knowledge
Essential
- Able to work as part of a team and ensure that the clinical and managerial colleagues are wellsupported.
- Ability to use email system
- Ability to produce letters, reports and minutes to a professional standard using Microsoft word
- To set up and maintain a filing system and to be able to produce Excel documents to a high standard
- Good standard of organisational skills
- Ability to communicate effective by telephone and face to face with patients and professionals
- Able to respond in a kind and sensitive way to people who may be upset and worried about their health and/or care
- Able to communicate effectively both verbally and in writing
- Ability to enact procedures on own initiative, be self-directed and work alone, to manage deadlines and prioritise and deal unpredictable work patterns.
- Knowledge of NHS and particularly the work of a community Trust.
- To be able to demonstrate continuing development skills
Person Specification
Experience
Essential
- At least one year's relevant administrative experience within the last 3 years
- Experience of typing and producing documents e.g. letters and reports
- Working in an office environment where a large and diverse range of callers and visitors are received
- Experience of developing and management of filing systems (electronic and paper)
- At least 2 years' experience of using a PC and Microsoft office packages to an advanced level
- Experience of data inputting, databases, spreadsheets and system one
- Experience of working with/dealing with the public
Desirable
- Experience in dealing with various internal and external departmental agencies
- Experience of working in a health setting
- Ordering supplies and maintaining stock
Qualifications
Essential
- NVQ level 2 or equivalent in business administration
- General standard of education to GCSE level in maths and English language or able to demonstrate equivalent competence
- Computer related certificate or equivalent
Skills and Knowledge
Essential
- Able to work as part of a team and ensure that the clinical and managerial colleagues are wellsupported.
- Ability to use email system
- Ability to produce letters, reports and minutes to a professional standard using Microsoft word
- To set up and maintain a filing system and to be able to produce Excel documents to a high standard
- Good standard of organisational skills
- Ability to communicate effective by telephone and face to face with patients and professionals
- Able to respond in a kind and sensitive way to people who may be upset and worried about their health and/or care
- Able to communicate effectively both verbally and in writing
- Ability to enact procedures on own initiative, be self-directed and work alone, to manage deadlines and prioritise and deal unpredictable work patterns.
- Knowledge of NHS and particularly the work of a community Trust.
- To be able to demonstrate continuing development skills
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.
