The Chanctonbury Community Team are looking for an administrator to work within the team at Steyning Health Centre. The role will involve supporting the day-to-day delivery of the community nursing service by providing first line contact to service users and other professionals.
The post holder must have good organisational and communication skills and be able to work under their own initiative and follow directions. They must also be actively engaged in service development for both administrative and clinical processes to maximise efficiency and ensure a good patient experience.
Main Responsibilities
1. Stock control and management.
2. Monitoring of email inboxes.
3. Scanning and processing subject access requests.
4. Receiving incoming post, emails, and telephone calls in a courteous, professional manner.
Main Duties of the Job
1. Respond to queries and requests, gathering relevant information to ensure clear communication with the community nursing coordinator.
2. Maintain efficient filing, clerical, and office systems, providing administrative support to the teams, including photocopying, faxing, and dealing with internal/external post.
3. Monitor and maintain stocks of nursing supplies, stationery, equipment, and resources for the team.
4. Process subject access requests.
5. Coordinate the process of collating patient feedback via the Friends & Family Test and contact patients for feedback.
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, and adapt to changes in their health, supporting avoidable hospital admissions and reducing hospital stay times.
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 Responsibilities
1. Provide day-to-day administrative support.
2. Assist with system issues reporting and IT problems.
3. Participate in the Trust supervision and appraisal strategy.
4. Contribute to the service planning and development group in relation to administration systems and procedures.
5. Order and maintain adequate levels of nursing supplies and stationery equipment as required by the team, authorised by the Lead.
6. Maintain expected standards of office safety and security.
7. Make up Patient Yellow Files, add to System One, and discharge when the service has completed the treatment.
8. Support the team in day-to-day running, including ordering PPE and saving caseloads onto the USB stick.
9. Word process reports and letters, including amending and tidying documents prepared by others, drafting routine correspondence for approval by team members, and taking formal minutes of meetings as required.
10. Maintain and update IT and Maintenance databases with any team issues.
11. Keep office systems up-to-date and provide general support within the team.
12. Assist with meetings organized within the team and write up the notes.
13. Receive and sort internal and external mail and deal with each appropriately.
Person Specification
Experience
* Working in an office environment with a diverse range of callers and visitors.
* Dealing directly with customers, patients, and members of the public.
* Stock control, ordering supplies, and processing financial documentation.
* Communicating effectively with a diverse range of people.
* Handling personally or commercially sensitive information.
* Contributing to the development of administrative or office procedures.
* Experience of using Systm1.
Skills and Knowledge
* Able to communicate and explain administrative procedures and issues clearly 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 kindly and sensitively to people who may be upset or worried about their health or care.
* Ability to work as part of a team or be self-directed and manage own workload to meet deadlines.
* Maintain confidentiality and deal with sensitive information.
* Able to listen and accurately represent the views of others when inviting feedback about administrative matters.
Other Requirements
* Ability to take a flexible approach to work to adapt to the needs of the service.
* Demonstrate continuing personal development.
Qualifications
* General standard of education to GCSE level or equivalent.
* NVQ Level 3 or equivalent qualification in business administration.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and as such, a submission for Disclosure to the Disclosure and Barring Service (formerly known as CRB) will be necessary to check for any previous criminal convictions.
£24,071 to £25,674 a year Per Annum/Pro rata
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