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Team Administrator

Employer
Sussex Community NHS Foundation Trust
Location
Brighton
Salary
£20,330 to £21,777 per annum pro rata
Closing date
4 Oct 2021

View more

Sector
Healthcare
Contract Type
Permanent
Hours
Part Time

Job Details

Band 3

Sussex Community NHS Foundation Trust (SCFT) is the largest community healthcare provider in Sussex.
  • Over 8,400 full time, part time and bank staff members
  • Medical, nursing and therapeutic care provided to over 10,000 children and adults a day
  • July 2018 Care Quality Commission (CQC) rating of 'Good' with 'Outstanding' features
  • Flexible working patterns offered across all services
  • Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
  • Accredited Level 3 Disability Confident Leader

SCFT is an inclusive employer that promotes equality and challenges discrimination, and welcomes applications from people of all backgrounds. Applications from Black, Asian and Minority Ethnic (BAME) candidates, disabled candidates and LGBT+ candidates are particularly encouraged, to ensure the Trust's workforce reflects the diverse communities it serves.

Job overview

Team Administrator - 30 hours per week

An excellent opportunity has arisen for a motivated Team Administrator to support the Children's Audiology team based in Seaside View Child Development Centre at Brighton General Hospital.

Main duties of the job

The post holder will need to be able to provide comprehensive, efficient, secretarial and administrative support to the audiologists. There will also be a requirement to work in collaboration with the wider Children's Audiology team (including other Team Administrators) based at Crawley Hospital. Previous experience of SystmOne is desirable but not essential.

Working for our organisation

SCFT is a friendly and welcoming place of work, where the welfare and development of all staff is a priority. This culture creates a highly positive and motivating work environment.

Detailed job description and main responsibilities
Main tasks
  • To undertake general office duties including photocopying, faxing and distribution of documents as required and opening and distributing of post
  • To deal effectively, sensitivity and diplomatically with incoming calls both internal from NHS staff and external from the public and outside professionals, taking accurate information
  • To be able to work unsupervised and prioritise workload on a day to day basis, liaising with other team members to ensure continuity of service at all times
  • Undertake any other duties necessary in the interests of the service and to raise concerns where necessary which may affect efficient provision of service.
  • To use SystmOne - patient electronic system to manage tasks and ensure accurate electronic patient records are maintained. This will include scanning documents and booking patients onto clinical rotas - training will be given and the level of using SystmOne will be commensurate to your role
  • Providing a comprehensive and efficient Administration service for Children's Audiology clinical staff. Ensuring a timely dispatch of outgoing post.
  • To produce and check correspondence that are visually attractive and of a high standard of readability using Microsoft Office
  • To book and manage clinics for new referrals and follow up appointments.
  • Ensure follow up appointments are recorded via patient electronic system (SystmOne) within the timeframes dictated by statutory guidelines
  • Deal with correspondence and telephone queries for clinical staff as required, maintaining efficient records are recorded appropriately via patient electronic system (SystmOne)
  • To receive emails, telephone enquiries and visitors regarding appointments, meetings and queries taking any necessary action by passing on accurate messages or resolving issues appropriate to your role
  • Maintain stationery stocks, undertaking ordering stationery, other office supplies and clinical equipment as required using the Oracle system
  • To undertake task management on the patient electronic system (SystmOne) as required
  • liaise with the Audiologists/Clinical Services Manager regarding complaints and queries received by phone or electronically
  • You will be required to take notes/minutes at local team meetings and transcribe them
  • Collate and present data/information as requested, using agreed systems and formats
  • To participate in supporting service development for the Children's Audiology service

If you have any further questions please do contact Rachel Bowman - rachelbowman@nhs.net

Person specification

Qualifications
Essential criteria
  • 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 criteria
  • Working in an office environment where a large and diverse range of callers and visitors
  • Dealing directly with customers, patients and members of the public.
  • 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 criteria
  • Contributing to the development of administrative or office procedures


Skills & Knowledge
Essential criteria
  • Able to communicate and explain administrative procedures and issues in a clear, concise
  • 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.


Other Requirements
Essential criteria
  • There may be some requirement to travel to other Trust sites to attend meetings.


This post may close earlier than the published closing date if sufficient applications are received.

Correspondence relating to this vacancy will be conducted electronically. If you have not heard from us within two weeks please assume that your application has been unsuccessful on this occasion. Please ensure that you check your emails, including your junk folder, on a regular basis. References will be requested electronically as well; please ensure you provide correct contact details for referees.

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Documents to download
  • Job Description and Job Specification ( PDF , 767.2 KB )
  • Job Description and Job Specification ( PDF , 766.9 KB )
  • Staff Benefits Brochure ( PDF , 484.5 KB )

Company

Sussex Community NHS Foundation Trust (SCFT) offers diverse employment opportunities across Sussex.

We employ over 8,400 full time, part time and bank staff, and our expert teams deliver a wide range of medical, nursing and therapeutic care to over 10,000 people a day, serving a total population of 1.3 million.

Why join our #CommunityThatCares at SCFT?

  • Flexible working patterns offered across our services
  • Ongoing training and development tailored to your needs
  • Excellent research opportunities
  • BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks 
  • Level 3 Disability Confident Leader
  • Free health and wellbeing checks for all staff
  • Workplace nurseries rated Good and Outstanding by Ofsted

SCFT is an inclusive employer that promotes equality and challenges discrimination, and welcomes applications from people of all backgrounds. Applications from Black, Asian and Minority Ethnic (BAME) candidates, disabled candidates and LGBT+ candidates are particularly encouraged, to ensure the Trust’s workforce reflects the diverse communities it serves.

Contact our friendly Recruitment team on 01273 242227 or sc-tr.recruitment@nhs.net.

Check out our latest video, showing what it’s like to be an Allied Health Professional with us.....

Company info
Website
Telephone
01273 696011
Location
Glynde Building
Brighton General Hospital
Elm Grove
Brighton
East Sussex
BN2 3EW
GB

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