The busy nurse-led community Tissue Viability (TV) Service is looking for a full time Administrator to work in the Brighton & Hove team, processing incoming referrals and managing patient bookings to ensure patients are seen in a timely manner. As one of 4 Administrators at different sites across East and West Sussex, each supporting a local TV team, you’ll have great support from both clinical and admin colleagues.
This is an interesting opportunity for an experienced administrator either with prior NHS experience or from outside of the NHS as full training will be given. Working in one of 4 small yet busy nurse teams, there will be freedom to show your initiative to support our specialist clinicians. Please note the full-time hours are Monday to Friday 0830 to 1630.
Working to set processes and procedures, you’ll work on your own initiative as you prioritise and manage your day-to-day workload. As an important member of the team, you’ll contribute to service development for both the administrative and clinical processes to maximise efficiency and ensure a good patient experience. The TV nurses provide a programme of training throughout the year which will involve liaising with venues, coordinating clinical diaries and advanced word-processing ability.
The post requires you to be organised and have good communication skills with patients as well as clinicians. You’ll need to be responsive and adaptable as things can change day-to-day, covering for administration colleagues as required. Attention to detail and accurate keyboard skills are a must with previous experience of minute-taking being advantageous, as would familiarity with stock-control and associated invoice processes.
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
• Cost-effective workplace nurseries in Crawley, Hove and Brighton
• EMBRACE, Disability and Wellbeing, LGBTQIA+and Religion Spirituality 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
1. Job overview
Providing administration to the busy Tissue Viability Team for Brighton & Hove. Provide a key point of contact for a specialist clinical service, ensuring 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 requests for information. Play a key role in organising and supporting the team and community nurse-led clinics, processing referrals, managing SystmOne electronic records, handling sensitive/graphic clinical images, ordering and managing specialist wound therapies, managing the general office environment, minute meetings and ensuring that patient records are kept up to date and secure as well as managing any required archiving.
2. Communication and working relationships
a) Works closely with the Tissue Viability team to support them in developing and running an efficient and responsive service. Routinely communicates with clinicians and junior administrative support colleagues across the SCFT service. Acts as a key point of contact between the service and other corporate support services, such as Estates & Facilities, HR, Finance and Governance for issues such as site visits, payroll and staffing administration, processing orders and invoices. Develops effective working relationships with administrators and clinicians from other Tissue Viability teams within the service.
b) Frequent liaison with patients to arrange new and review appointment times for community Leg Ulcer Clinics and Weekend Wound Clinics. Prepare clear documents using SystmOne for patients and other healthcare professionals. Take minutes as required, keeping records of actions to be completed.
c) Explain clinical and non-clinical service information to patients and other members of the public and gives advice on administrative or other corporate procedures. Receive messages and requests for information, respond within procedural guidelines or refer to a manager or clinician if necessary. Arrange and communicate meeting arrangements to Trust colleagues and external partners, for example when coordinating training sessions.
d) Some communication can on occasion be challenging with patients and/or carers.
3. Main tasks
a) Process clinical referrals for Tissue Viability, Weekend Wound Clinic and the Leg Ulcer clinic referrals from the wider healthcare in Brighton & Hove. Manage the registration of patient into the service and uploading relevant document and photographs to patient’s records on SystmOne. This can involve exposure to graphic clinical photographs.
b) Coordinate joint clinician visits with the referrer and organise these within the clinical team’s diaries on outlook and SystmOne.
c) Work closely with the Leg Ulcer clinic manager, and the weekend Wound clinic nurse to arrange the appointment system, letters and communication in relation to patients referred into the service for treatment.
d) Receive and support callers and visitors to the service. Respond to queries and requests for information within set procedural guidelines.
e) Manage patient’s notes, filing, tracking and archiving for team and community clinics in a secure manner in line with Trust Policy.
f) Update teams’ activities on appropriate systems ensuring data is available in a timely manner for Key Performance Indicators.
g) Provide daily Sit Rep for Tissue Viability team(s) when required
h) Ensure that complex wound therapies are ordered, invoiced and arranged in a timely manner and check and order stock levels of appropriate clinical equipment.
i) Regularly check tidiness and cleanliness of the office environment and takes action to ensure any problems are resolved.
j) Report any building or equipment maintenance problems to the Trust’s Estates Helpline.
k) Organise, book and attend relevant meetings to take minutes or notes. Write up meeting records and distribute to relevant colleagues by agreed date.
l) Format letters and reports to a high standard of accuracy and visual attractiveness.
m) Manage the Medical Devices and Information Governances processes for the team.
n) Ensure incoming or outgoing post is processed promptly and arrange any invoicing for external education sessions generated by the team.
o) Place stationery and other office supplies. Ensure requisitions and invoices are checked and approved by an appropriate manager.
4. Main responsibilities
a) Manage the referral email system for the Tissue Viability nurses; the Leg Ulcer Clinic and Weekend Wound Clinic referrals from the wider healthcare in Brighton & Hove. Manage the registration of patients into the service, ensuring correct documents received, uploading relevant documents and photographs to patient’s records on SystmOne.
b) Manage the appointment system, letters and communication in relation to patients referred into the community leg Ulcer clinic and weekend wound clinic
c) Assist 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.
d) Arrange local team and wider SCFT Tissue Viability meetings as well as deputise for Local Harm Free Care meetings in conjunction with the Senior Locality Lead Nurse. Co-ordinate diaries, book venues and refreshments and distribute papers and other relevant information ahead of – and after – the meeting.
e) Manage and coordinate the Medical Devices and Information Governance needs of the team and assist the Team Leader with audits requested of the service.
f) Provide day to day guidance and support on administrative issues and queries. Assist with the recruitment, appraisal and development of new staff within the service.
g) Authorised to order stationery and other office supplies as well as complex wound therapies.
h) Ensure electronic or paper patient, staff and other service records are filed accurately in an easily accessible system and kept secure.
i) To manage any paper record archiving required.
5. Organisation chart
Clinical Lead & Operational Team Leader
Supervisor
Postholder Team Administrator
a) The post holder may have tasks or responsibilities delegated to them, appropriate to their level of competence. They may also be expected to delegate tasks or responsibilities to other staff, as appropriate.
b) The Delegation Policy sets out the expectation of staff regarding the safe delegation of clinical care and therapeutic interventions to unregistered practitioners and support workers.
6. Flexibility
a) This job description is intended to provide a broad outline of the role. The post holder may be required to carry out other duties commensurate with their banding and competence.
This advert closes on Sunday 9 Feb 2025