Administrator

Job description

Job responsibilities

a. Book, amend and cancel patient appointments using the computer-based booking system (SystmOne) and the telephone call handling system(Cisco Jabber).

b. Arrange cover for clinics within the constraints notified by the Admin Lead.

c. Conversion of appointment slots under the direction of the Admin Lead.

d. Monitor waiting lists and book patients in according to longest wait.

e. Contribute to reducing the number of long waiters the service has.

f. Maintaining stock levels and ordering stock across all services, clinical and non-clinical.

g. To help cover other admin sites when there is the need.

h. Check new referral details for completeness and accuracy using the NHS number and update and amend patient details as necessary.

i. 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.

j. Take responsibility for liaising with professional colleagues to avoid unnecessary delays in the referral process.

k. Communicate clearly and effectively with other professionals, outside agencies and patients.

l. Ensure patient information remains confidential and that patient records are secure to assure confidentiality.

m. Use the telephone or written media to make or amend patient appointments and deal with enquiries from patients or staff.

n. To carry out other duties which fall within the remit of this post as required by the Lead Administrator.

o. To contribute to the development of the admin service.

Person Specification

Qualifications

Essential

• oNVQ Level 3 or equivalent qualification in business administration.
• oApplicants with a lower-level qualification who have equivalent experience will be considered
• oSchool leaving qualification (GCSE or equivalent) in maths and English language or able to demonstrate equivalent competence.

Experience

Essential

• oWorking in an office environment where a large and diverse range of callers and visitors are received.
• oDealing directly with customers, patients and members of the public.
• oArranging meetings involving people from different organisations - including co-ordinating diaries, booking meeting rooms and sending out agendas and papers.
• oStock control and ordering supplies
• oContributing to the development of administrative or office procedures.
• oCommunicating effectively with a diverse range of people.
• oHandling personally or commercially sensitive information.

Desirable

• oContributing to the development of administrative or office procedures.

Skills

Essential

• Able to carry out basic calculations using Microsoft Excel.

Other

Essential

• Ability to travel to other Trust sites to attend meetings and cover admin duties.

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

Brighton General Hospital

Elm Grove

Brighton

BN2 3EW

United Kingdom

Employer's website

https://www.sussexcommunity.nhs.uk/work-with-us/