Job summary
We have a great opportunity for a reliable and enthusiastic Referrals Administrator to join our West Sussex Talking Therapies team based in Chichester, fixed term and permanent positions available, part-time and full-time.
Our Referral Administrators are an integral part of our service and its delivery, working alongside our clinicians and in connection with external services.
Our office is located in central Chichester, with a 5 minute walk to the train station and other transport links. We are also close to the main town centre.
The Administrator role is varied and fast paced requiring a flexible and responsive approach, with the ability to deal with questions or issues that are challenging in nature. Excellent communication skills are required as you will be dealing with a wide range of contacts.
As well as a comprehensive induction to help you settle into your new role, you'll receive regular 1:1 supervision and training opportunities to develop and enhance your skills.
Main duties of the job
The main duties of the role are offering a professional service to our patients, receiving and processing referrals, booking appointments, maintaining accurate computerised records of patients reports and letters. As you will be dealing with confidential and sensitive information, a high level of attention to detail is required.
In addition to the daily duties, you will ensure that the team operates effectively by undertaking comprehensive administrative tasks such as handling team correspondence, managing agendas, note taking and task related problem solving.
About us
West Sussex Talking Therapies is a service providing therapy within primary care and community settings to patients with mild to moderate depression, anxiety and other psychological illnesses. Talking Therapies in West Sussex is a leading, high-performing NHS Talking Therapies service.
Sussex Community NHS Foundation Trust is the largest provider of community health services across Sussex. We want to ensure SCFT is a great place to work for all team members, as they provide medical, nursing and therapeutic care to people from their earliest moments to their last.
Patients and service users are at the heart of everything we do, and we want to reduce the service inequities that exist across our jurisdiction. Other key initiatives include boosting our sustainability credentials and becoming a digital leader. We are ambitious about what we can and will do better for patients, communities and our people.
There are over 5,500 of us in the trust, from clinicians and therapists to managers, board members to maintenance staff, as well as over 500 dedicated volunteers. Each of us is working together towards the same goal: delivering excellent care at the heart of the community.
Job description
Job responsibilities
The main duties of a referrals administrator are answering the telephone in a timely manner and making outgoing calls tofacilitate the booking of patient appointments in accordance with the correct procedures.
You will monitor a dedicated in-box for patient e-mail traffic, clinical requests, and actioning staff sickness and/or annual leave responding to routine matters relating to patient and clinical demands.
Using your Microsoft experience and IT skills to manage and maintain systems using a range of IT software you will prepare agendas, take notes and minutes of team meetings, and circulate actions and outcomes in a timely way.
Independent working, using own initiative with minimal supervision ensuring you keep an understanding of the flow of work/ priorities through the service.
Job description
Job responsibilities
The main duties of a referrals administrator are answering the telephone in a timely manner and making outgoing calls tofacilitate the booking of patient appointments in accordance with the correct procedures.
You will monitor a dedicated in-box for patient e-mail traffic, clinical requests, and actioning staff sickness and/or annual leave responding to routine matters relating to patient and clinical demands.
Using your Microsoft experience and IT skills to manage and maintain systems using a range of IT software you will prepare agendas, take notes and minutes of team meetings, and circulate actions and outcomes in a timely way.
Independent working, using own initiative with minimal supervision ensuring you keep an understanding of the flow of work/ priorities through the service.
Person Specification
Qualifications and/or Professional Registration
Essential
- RSA Stage 3 / or equivalent
- Educated to GCSE level including English
Desirable
- An IT qualification e.g. ECDL
Experience
Essential
- Competent in the use of Microsoft Office including profi-ciency in Word, Excel, Access, Powerpoint, Outlook
- Minimum 3 years' experience of working in an administra-tive environment acquiring excellent administrative and organisational skills
- Ability to work on own initiative
- Ability to work as part of a team
- Demonstrates a positive attitude towards change
Desirable
- IAPTus or other in-house patient information system
- Experience supporting a clinical service
- Experience working within an NHS organisation
- Evidence of well-developed decision making skills
Skills
Essential
- Experience with the use of telephony or call centre experience
- Good communication skills, written and verbal
- Clear, accurate and precise documentation
- Good organisational skills
- Good time management skills
- Able to prioritise enquiries and respond effectively
- Able to prioritise own work load and to relate to the priorities of the service
- Demonstrate discretion and confidentiality due to the sensitive nature of the work
- Demonstrates a calm and constructive approach to dealing with unpredictable situations
Other
Essential
- Ability to travel to other bases across the West Locality Time To Talk Service
- Ability to work shift patterns to cover the 07.30 - 17.00 hrs service
Person Specification
Qualifications and/or Professional Registration
Essential
- RSA Stage 3 / or equivalent
- Educated to GCSE level including English
Desirable
- An IT qualification e.g. ECDL
Experience
Essential
- Competent in the use of Microsoft Office including profi-ciency in Word, Excel, Access, Powerpoint, Outlook
- Minimum 3 years' experience of working in an administra-tive environment acquiring excellent administrative and organisational skills
- Ability to work on own initiative
- Ability to work as part of a team
- Demonstrates a positive attitude towards change
Desirable
- IAPTus or other in-house patient information system
- Experience supporting a clinical service
- Experience working within an NHS organisation
- Evidence of well-developed decision making skills
Skills
Essential
- Experience with the use of telephony or call centre experience
- Good communication skills, written and verbal
- Clear, accurate and precise documentation
- Good organisational skills
- Good time management skills
- Able to prioritise enquiries and respond effectively
- Able to prioritise own work load and to relate to the priorities of the service
- Demonstrate discretion and confidentiality due to the sensitive nature of the work
- Demonstrates a calm and constructive approach to dealing with unpredictable situations
Other
Essential
- Ability to travel to other bases across the West Locality Time To Talk Service
- Ability to work shift patterns to cover the 07.30 - 17.00 hrs service
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.
