Overview
An exciting opportunity has arisen to support Chailey Clinical Services administration Team within the Chailey rehabilitation Service and the Upper Limb Clinic. This is a diverse role allowing you to develop a range of different skills and participate within a multidisciplinary team. Chailey offers specialised care for individuals with Neurodisabilities and offers supports to Chailey Heritage Foundation School. This is a Part Time Band 3 Role working 4 days a week Tuesday, Wednesday, Thursday and Friday 08:30- 16:30.
Responsibilities
* Maintain waitlists, caseloads, and appointment schedules for your named clinics on a day-to-day basis.
* Take minutes at formal meetings and prepare action logs with tracked progress.
* Ensure that clinic letters and correspondence are received, sent, and logged within specified time limits.
* Organise and manage waiting lists and multidisciplinary clinic appointments for a range of clinics.
* Manage clinic administration processes, including scheduling of clinics, associated correspondence, clinic letters and reports for the clinic team.
* Arrange meetings for the team as necessary, managing room bookings and materials required.
* Type reports and letters for clinicians within the outpatient team.
* Receive post and deal with routine correspondence and undertake follow up action as directed.
* Receive and respond to queries from external parties, patients and relatives, or other departments, escalating more complex queries to the relevant member of the team.
* Assist with answering queries as directed by the team managers, manager, PA to clinicians and clinicians, ensuring that, when possible, they are resolved early and arranging for necessary action to be expedited.
* Ensure clinical information is dealt with effectively, including those matters where liaison with other departments, hospitals or services is necessary.
* General administration duties such as photocopying, scanning and filing and subject access request requests.
* Ensure that patient information systems are used to enhance the efficient running of the service as necessary.
* Work with the wider team to support the development and introduction of new ways of working.
* Assist the wider team with any other duties that are necessary to ensure the smooth running of the service.
* Maintain and update local databases.
* Prioritise, plan and organise daily workload, ensuring the daily tasks and ongoing workloads are prioritised and completed within agreed and acceptable timescales.
* Ensure that you are familiar with the practices of other team members so that you can assist in the event of absence where possible, always maintaining adequate secretarial cover within the specialty.
* Maintain health record filing systems, keeping accurate records of the work completed within the team and service.
* Ensure referrals are dealt with as a priority.
* Provide cover for reception when needed in emergency or annual leave situations.
Benefits
* 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
Equality and Diversity
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.
Application closing date
This advert closes on Thursday 30 Apr 2026.
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