Job summary Provide an efficient and effective administrative support to the Sussex MSK Health services. Office administration, assisting with documentation and ensuring all clerical aspects of the service run smoothly. The successful candidate will have good time management, the ability to use their own initiative as well as excellent attention to detail. The successful candidate will be a proactive individual with good organisation skills, excellent attention to detail, a team player with the ability to problem solve and work independently. Essential to the role is proficiency or ability to learn a variety of IT applications. Excellent use of English language is also required. Good interpersonal skills and ability to communicate at all levels are required for liaising with colleagues, clinicians, IT support. Main duties of the job To action all referrals incoming to the service by scanning and putting on referrals, answering patient telephone calls and other general admin duties. To action referral outcomes by answering patient telephone calls; book amend and cancel patient appointments and other general admin duties. To monitor investigation waiting lists liaising with clinicians, chasing results and other general admin duties. Other administrative tasks as required to keep the service running This post does not have any staffing responsibilities. About us We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays. Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services. Why work for us? o Positive 2023 NHS Staff Survey results, highlighting compassionate leadership and wellbeingo Varied environments: community hospitals, patients' homes, and bases across Sussexo Flexible working options: part-time, flexi-time, annualised hours, and flexi-retiremento Excellent training, development, and research opportunitieso Cost-effective workplace nurseries in Crawley, Hove, and Brightono Active EMBRACE, Disability & Wellbeing, LGBTQIA, and Religion & Belief networkso Level 3 Disability Confident Leader and Veteran Aware Trusto Beautiful Sussex location near the South Downs and coast Our values Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence guide everything we do. We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment. This post may close early if sufficient applications are received. Date posted 11 March 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year £24,071 - £25,674 per annum pro rata Contract Permanent Working pattern Full-time, Part-time Reference number 150-CP1582-PC Job locations Worthing Hospital Lyndhurst Road Worthing BN11 2DH Job description Job responsibilities Book, amend and cancel patient appointments using the computer-based booking system and the telephone call handling system Arrange cover for clinics within the constraints notified by the Admin Lead. Conversion of appointment slots under the direction of the Admin Lead. Monitor waiting lists and book patients in according to longest wait. Contribute to reducing the number of long waiters the service has. Ordering stock across all services, clinical and non-clinical. To help cover other admin sites when there is the need. Check new referral details for completeness and accuracy using the NHS number and update and amend patient details as necessary. Compare new referral details with any existing registration details to ensure accuracy and avoid duplication. Accurately input patient referral details on to the Trust computer system. Take responsibility for liaising with professional colleagues to avoid unnecessary delays in the referral process. Communicate clearly and effectively with other professionals, outside agencies and patients. Ensure patient information remains confidential and that patient records are secure to assure confidentiality. Use the telephone or written media to make or amend patient appointments and deal with enquiries from patients or staff. To carry out other duties which fall within the remit of this post as required by the Lead Administrator. To contribute to the development of the admin service. Job description Job responsibilities Book, amend and cancel patient appointments using the computer-based booking system and the telephone call handling system Arrange cover for clinics within the constraints notified by the Admin Lead. Conversion of appointment slots under the direction of the Admin Lead. Monitor waiting lists and book patients in according to longest wait. Contribute to reducing the number of long waiters the service has. Ordering stock across all services, clinical and non-clinical. To help cover other admin sites when there is the need. Check new referral details for completeness and accuracy using the NHS number and update and amend patient details as necessary. Compare new referral details with any existing registration details to ensure accuracy and avoid duplication. Accurately input patient referral details on to the Trust computer system. Take responsibility for liaising with professional colleagues to avoid unnecessary delays in the referral process. Communicate clearly and effectively with other professionals, outside agencies and patients. Ensure patient information remains confidential and that patient records are secure to assure confidentiality. Use the telephone or written media to make or amend patient appointments and deal with enquiries from patients or staff. To carry out other duties which fall within the remit of this post as required by the Lead Administrator. To contribute to the development of the admin service. Person Specification Qualifications Essential 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 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. Contributing to the development of administrative or office procedures 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. Skills Essential Able to carry out basic calculations using Microsoft Excel. Other Requirements Essential There may be some requirement to travel to other Trust sites to attend meetings. Person Specification Qualifications Essential 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 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. Contributing to the development of administrative or office procedures 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. Skills Essential Able to carry out basic calculations using Microsoft Excel. Other Requirements Essential There may be some requirement to travel to other Trust sites to attend meetings. 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. Employer details Employer name Sussex Community NHS Foundation Trust Address Worthing Hospital Lyndhurst Road Worthing BN11 2DH Employer's website https://www.sussexcommunity.nhs.uk/work-with-us/ (Opens in a new tab)