Our busy nurse-led community specialist Wound Care Service is looking for an experienced, part-time Administrator to support the small team based at Crawley Hospital. An integral member of the team, our clinicians rely on our Administrators to keep things running smoothly and to time. This is a great opportunity to either start or develop your NHS administration career, working in the specialist field of wound care which continues to be a high-profile, national patient safety issue.
We're looking for an experienced Administrator with great attention to detail when handling confidential information. You'll also need sound organisational skills as you help to plan a rolling training programme, responsible for booking venues, and providing information to attendees. Our Wound Care Service is comprised of 4 teams based across East and West Sussex, each with their own Administrator.
Please note: Due to recent changes in UK immigration and visa rules, 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 before applying to assess their eligibility for a Certificate of Sponsorship for this role.
Skilled Worker visa: going rates for eligible occupation codes - GOV.UK
Health and Care Worker visa: If you'll need to meet different salary requirements - GOV.UK
Main duties of the job
Working to agreed 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 wound care 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 clear communication skills with a variety of referrers, eg SCFT nurses and nursing home teams. 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.
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? Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeingo 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, Accredited Living Wage Employer, we ensure fair pay for all our staff, Cost-effective workplace nurseries in Crawley, Hove, and Brighton, Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief network, Level 3 Disability Confident Leader and Veteran Aware Trust
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.
Job responsibilities
Job overview
Providing administration to the busy Specialist Wound Care Team based in Crawley and other Tissue Viability Teams as required. 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/visits, 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 specialist team to support them in developing and running an efficient and responsive service. Routinely communicates with clinicians and 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, Purchasing, Finance and Governance for issues such as site visits, payroll and staffing administration, processing orders and invoices. Developing effective working relationships with administrators and clinicians from other SCFT Wound Care/Tissue Viability teams within the service.
b) 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 give 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. Daily need to view photography of patients wounds, often of a graphic nature.
a) Process clinical referrals from the wider healthcare within north area of West Sussex. Manage the registration of patient into the service and uploading relevant document and photographs to patients 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 teams diaries on outlook and SystmOne.
c) Work closely with the clinical team regarding communication in relation to patients referred into the service for treatment.
d) Receive and support callers and visitors to the service as required. Respond to queries and requests for information within set procedural guidelines.
e) Manage patients 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 take action to ensure any problems are resolved.
j) Report any building or equipment maintenance problems to the Trusts 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 Wound Care/Tissue Viability nurses from the wider healthcare community. Manage the registration of patients into the service, ensuring correct documents received, uploading relevant documents and photographs to patients records on SystmOne.
b) Assist the Team Leader with any review of office or administrative procedures by inviting and collating feedback from clinical and administrative colleagues. Contribute own ideas and suggestions.
c) Arrange local team and wider SCFT Tissue Viability meetings. Co‑coordinate diaries, book venues and refreshments and distribute papers and other relevant information ahead of, and after, the meeting.
d) Manage and coordinate the Medical Devices and Information Governance needs of the team and assist the Team Leader with audits requested of the service.
e) 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.
f) Authorised to order stationery and other office supplies as well as complex wound therapies.
g) Ensure electronic or paper patient, staff and other service records are filed accurately in an easily accessible system and kept secure.
h) To manage any paper record archiving required.
Person Specification
Qualifications
* 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
* Stock control, ordering supplies and processing financial documentation
* Experience of using SystmOne patient record system or similar database
* Organising the work of others, eg setting up rotas
Skills & Knowledge
* Advanced skills in using MS Office software to create attractive and well laid‑out documents and presentations: eg use of Outlook for diary, workload and email management; carry out basic calculations using Excel
Experience
* Working in an office environment where a large and diverse range of callers and visitors are received
* Arrange meetings involving people from different organisations - including co‑ordinating diaries, booking meeting rooms and sending out agendas and papers
Skills & Knowledge
* Good organisational skills including ability to prioritise tasks on a daily basis according to need
* Able to write clear meeting minutes or notes, agendas and patient records
* Fast, accurate keyboard skills with attention to detail
Other Requirements
* There may be some requirement to travel to other Trust sites to attend meetings
Experience
* Handling personally or commercially sensitive information
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.
£25,760 to £27,476 a year Per annum pro rata
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