NHS AfC: 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

Diabetes Care for You are looking for a Team Administrator to work in the referral management hub, processing incoming referrals & managing patient bookings to ensure patients are seen in a timely manner in the location of their choosing.

The post holder must have good organisational & communication skills, & be able to work under their own initiative and follow directions. They must also be engaged in service development for both the administrative and clinical processes to maximise efficiency and ensure a good patient experience.

The community diabetes service is a multidisciplinary team which includes Consultants, Diabetes Specialist Nurses, Dietitians, Podiatrists and Psychotherapists. Its aim is to improve health outcomes for people at risk of diabetes or who have a diagnosis of diabetes, & to meet the needs of the growing diabetes population across Brighton & Hove, and High Weald, Lewes and the Havens, both by providing interventions to people with diabetes and by increasing the level of skills and knowledge within primary care.

The goal of the service is to enable patients to access education, information, advice and support to help them to make informed choices about how to manage their condition, so that they can stay as well as possible for as long as possible, & reduce their risk of diabetes-related complications.

Main duties of the job

Receive callers and visitors to the service. Respond to queries & requests for information within set procedural guidelines.

Format letters, reports and presentations to a high standard of accuracy & visual attractiveness.

Devising and maintaining efficient filing, clerical & office systems, & providing administrative support to the teams, including photocopying, faxing, dealing with internal/external post.

Transcribe formal minutes of team meetings, which may include sensitive or confidential information regarding patient care, and distributing as required.

Providing administrative support to the Clinical Service Manager in extracting information from the clinical system.

Supporting the Clinical Operations Manager to manage staff training & appraisal logs, ensuring confidentiality of staff information at all times

Coordinate the process of collating patient feedback via the Friends & Family Test, & contact patients following attendance at structured education sessions to enable analysis of outcomes and effectiveness.

To order & maintain stocks of nursing supplies, stationery, equipment & resources for the team.

To provide administrative support for recruitment, including liaising with agencies and other teams in order to ensure that cover for clinical staff is in place during periods of leave or unplanned absence.

Working for our organisation

As the largest provider of community healthcare services in Sussex, our teams help people to plan for and manage changes to their health, supporting patients and their families to live more independently. We employ around 5000 staff and provide community services to a population of 1.3 million people.

Each year our dedicated clinicians see adult or child patients more than 2.6 million times, caring for people from their earliest moments right up to the final stages of their life.

SCFT teams deliver a range of health and care services to more than 9,000 people every day, working in care homes, clinics, intermediate care units, people's own homes, GP surgeries, schools and other community venues across the region.

Our vision is to provide excellent care at the heart of the community and achieving the highest level of service is our top priority.

We develop and nurture our staff and recognise that they are our greatest asset.

We give them clear career pathways, support their wellbeing, recognise and value their diversity and provide them with the leadership, skills and knowledge they need to deliver the best care for our patients now and in the future.

Jobs are available in a wide variety of services, both adult and children's, and at locations across the county.

Detailed job description and main responsibilities
Assists the Team Leader with any review of office or administrative procedures by inviting and collating feedback from clinical and administrative colleagues. Contributes own ideas and suggestions.

Arranges team meetings and multi-agency case review meetings. Co-ordinates diaries, books venues and refreshments and sends out papers and other relevant information.

Ensures that electronic or paper patient, staff and other service records are filed accurately in an easily accessible system and kept secure.

The post holder will use a range of computer systems, for example SystmOne, E-referral system (ERS) to record information and help patients navigate their health care journey.

Book appointments and send confirmation letters.

Offer choice when calling patients to book appointments to help them decide best location/wait times and best person to see.

The post holder will ensure clinicians have all the necessary clinical notes prior to specific clinics and follow up on any actions such as processing and writing clinic outcome letters, booking follow up appointments, diagnostic tests and dealing with patients that did not arrive for their appointment (DNAs).

The post holder will manage and prioritise their own workload and provide cover for other administrative staff, during times of leave and unplanned absence.

Person specification

Qualifications and/or Professional Registration
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

Desirable criteria

• ECDL certificate

Experience
Essential criteria

• Working in an office environment where a large and diverse range of callers and visitors are received.
• Dealing directly with customers, patients and members of the public.
• Arranging meetings involving people from different organisations - including co-ordinating diaries, booking meeting rooms and sending out agendas and papers.
• Stock control, ordering supplies and processing financial documentation.
• Communicating effectively with a diverse range of people.
• Handling personally or commercially sensitive information.

Desirable criteria

• Contributing to the development of administrative or office procedures
• Experience of using Systm1 and ERS

Skills and Knowledge
Essential criteria

• Able to communicate and explain administrative procedures and issues in a clear, concise way to a diverse range of people.
• Able to communicate effectively verbally (face to face, and phone) and in writing with patients and health professionals
• Able to respond in a kind and sensitive way to people who may be upset or worried about their health or care.
• Able to organise meetings, ensuring a range of people are brought together at the same time and have the correct information.
• 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, concise and grammatically accurate 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.
• Fast, accurate keyboard skills.
• Able to carry out basic calculations using Microsoft Excel.
• Ability to work as an effective team member and had a good standard of interpersonal skills

Desirable criteria

• Able to listen to and accurately represent the views of others when inviting feedback about administrative matters.

Other requirements
Essential criteria

• There may be some requirement to travel to other Trust sites to attend meetings.
• Ability to take a flexible approach to work in order to adapt to the needs of the service To be able to demonstrate continuing personal development

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.

Employer certification / accreditation badges
Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• JD ( PDF , 661.6 KB )
• Band 3 Team Administrator JD & PS ( PDF , 661.7 KB )
• Staff Benefits Brochure ( PDF , 484.5 KB )