Job summary
Are you someone who has great people and interpersonal skills? Are you looking for a role where you can make a difference every day? Do you have a good eye for detail? At NHS West Sussex Talking Therapies - Long Term Conditions we are looking for a part-time Team Administrator to join our team . Working days are Wednesday, Thursday and Friday. We are unable to offer alternative days. This role is office based, 9.00 to 5.00 with occasional 8.00 to 4.00.
This is a busy, pressured but rewarding role. The successful candidate will need to be computer literate, able to demonstrate excellent organisational skills and communication skills. You will often be the first person a patient will have contact with when referring into our service, so a background working in a customer service or a patient facing role would be ideal.
Main duties of the job
Working in our friendly admin team, you'll be in regular contact with our clinicians and their patients who are in need of support with the emotional demands of living with a long term health condition. You'll also be engaged in service development for administrative processes helping to maximise efficiency and ensure good patient experience and practice.
You will be primarily responsible for registering patient referrals into the service- referrals are received online, via telephone or via other health professionals. You will be booking appointments onto our patient database, dealing with patient enquiries and supporting our wider clinical teams.
We're looking for a team player who can help us provide an effective and robust administrative service; to be able to work unsupervised and prioritise workload on a day to day basis, demonstrating initiative and flexibility liaising with other team members to ensure continuity of service. Competent and accurate IT skills, including the use of Microsoft packages, are a must, as is a pleasant telephone manner and the ability to work to tight deadlines, remaining calm under pressure.
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
The main priority of this position is to work as part of the Administrative Team and manage patient referrals into the service while providing comprehensive administrative support to the wider clinical and management team. Referrals will be made via telephone and online directly by patients and health care professionals. You will need to answer calls and respond to patient needs in a timely manner whilst ensuring accurate recording of patient information onto our patient database.
Excellent communication skills are essential to deal with a wide variety of patient queries and needs. The post holder must be able to document clear and accurate records that reflect information provided during the referral and screening process. This is a busy office working environment with varied daily tasks. It is therefore essential to possess the ability to prioritise and multi-task the competing demands of patients and colleagues alike.
Further career and development opportunities may be available. Please refer to the job description for more information.
Job description
Job responsibilities
The main priority of this position is to work as part of the Administrative Team and manage patient referrals into the service while providing comprehensive administrative support to the wider clinical and management team. Referrals will be made via telephone and online directly by patients and health care professionals. You will need to answer calls and respond to patient needs in a timely manner whilst ensuring accurate recording of patient information onto our patient database.
Excellent communication skills are essential to deal with a wide variety of patient queries and needs. The post holder must be able to document clear and accurate records that reflect information provided during the referral and screening process. This is a busy office working environment with varied daily tasks. It is therefore essential to possess the ability to prioritise and multi-task the competing demands of patients and colleagues alike.
Further career and development opportunities may be available. Please refer to the job description for more information.
Person Specification
Qualifications and/or professional registration
Essential
- Educated to GCSE (or equivalent), including English
- NVQ Level 2 (or equivalent) in business administration. Candidates who can demonstrate equivalent experience will be considered.
Desirable
Experience
Essential
- Competent in the use of MS Office, including proficient in Word, Excel, PowerPoint and Outlook
- At least 1 year's relevant administrative/secretarial experience or similar within the last 3 years.
- Excellent organisational skills
- Supporting a team and working to deadlines
Desirable
- Working within an NHS/Health setting
- Evidence of well developed decision making
Skills and knowledge
Essential
- Experience of telephony/call centre
- Good communication skills, written and verbal
- Ability to create and maintain clear, accurate and precise documentation
- Able to prioritise enquiries and respond effectively.
- Able to prioritise own workload and to relate to the priorities of the service.
- Good time management skills
- Good standard of inter-personal skills
- Able to work on own initiative
- Able to work as part of a team
- To be able to maintain confidentiality and deal with sensitive information
- Demonstrate a calm and constructive approach to dealing with unpredictable situations
Other requirements
Essential
- Ability to travel across West Sussex
- Able to work shift patterns to cover the service hours of 08:00 - 17:00
Person Specification
Qualifications and/or professional registration
Essential
- Educated to GCSE (or equivalent), including English
- NVQ Level 2 (or equivalent) in business administration. Candidates who can demonstrate equivalent experience will be considered.
Desirable
Experience
Essential
- Competent in the use of MS Office, including proficient in Word, Excel, PowerPoint and Outlook
- At least 1 year's relevant administrative/secretarial experience or similar within the last 3 years.
- Excellent organisational skills
- Supporting a team and working to deadlines
Desirable
- Working within an NHS/Health setting
- Evidence of well developed decision making
Skills and knowledge
Essential
- Experience of telephony/call centre
- Good communication skills, written and verbal
- Ability to create and maintain clear, accurate and precise documentation
- Able to prioritise enquiries and respond effectively.
- Able to prioritise own workload and to relate to the priorities of the service.
- Good time management skills
- Good standard of inter-personal skills
- Able to work on own initiative
- Able to work as part of a team
- To be able to maintain confidentiality and deal with sensitive information
- Demonstrate a calm and constructive approach to dealing with unpredictable situations
Other requirements
Essential
- Ability to travel across West Sussex
- Able to work shift patterns to cover the service hours of 08:00 - 17:00
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.
