Overview
Provide an efficient and effective administrative support to the Sussex MSK Health services.
Responsibilities
* Office administration, assisting with documentation and ensuring all clerical aspects of the service run smoothly.
* Action all referrals incoming to the service by scanning and putting on referrals, answering patient telephone calls and other general admin duties.
* Action referral outcomes by answering patient telephone calls; book, amend and cancel patient appointments and other general admin duties.
* Monitor investigation waiting lists liaising with clinicians, chasing results and other general admin duties.
* Every other administrative task as required to keep the service running.
* 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.
* 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.
* Carry out other duties which fall within the remit of this post as required by the Lead Administrator.
* Contribute to the development of the admin service.
Qualifications / Requirements
* Essential to the role is proficiency or ability to learn a variety of IT applications.
* Excellent use of English language is required.
* Good interpersonal skills and ability to communicate at all levels are required for liaising with colleagues, clinicians, IT support.
* 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.
About the Employer
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?
* Positive 2023 NHS Staff Survey results, highlighting compassionate leadership and wellbeing
* Varied environments: community hospitals, patients’ homes, and bases across Sussex
* Flexible working options: part-time, flexi-time, annualised hours, and flexi-retirement
* Excellent training, development, and research opportunities
* Cost-effective workplace nurseries in Crawley, Hove, and Brighton
* Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networks
* Level 3 Disability Confident Leader and Veteran Aware Trust
* Beautiful Sussex location near the South Downs and coast
Values
Our values—Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence—guide everything we do.
Equality & Inclusion
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.
Please note: This role is unlikely to be eligible for Skilled Worker visa sponsorship. Applicants who do not currently have the right to work in the UK may not be considered. Candidates requiring sponsorship should review the eligibility criteria on the gov.uk website to assess their likelihood of obtaining a Certificate of Sponsorship for this role.
This advert closes on Sunday 2 Nov 2025
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