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Clinical Administration Coordinator

2 months ago

Worthing, West Sussex, United Kingdom Sussex Community NHS Foundation Trust Full time

Position Overview

Serve as a vital liaison for healthcare services, ensuring that patients, the public, external partners, and colleagues receive a respectful and helpful response to various inquiries and requests for information. This role is essential in assisting clinical teams with the organization and management of their patient caseloads, ensuring that patient records are accurately maintained and secure while addressing queries and requests for guidance from the administrative support team.

This position will primarily assist the Tissue Viability Nurses and will involve the evaluation of wound photographs.

Key Responsibilities

  • Deliver administrative assistance to multiple clinical services, including processing referrals, managing patient data, scheduling appointments, and drafting and overseeing correspondence.
  • Organize routine meetings and prepare reports, charts, and data analyses for approval. Create agendas and take minutes as necessary.
  • Act as a communication point for patients and professionals, facilitating communication with clinical teams and disseminating information about the service as required.
  • Develop and maintain filing systems and information storage for services.
  • Support clinical services and undertake additional tasks as needed.
  • Provide assistance to other members of the Administration Hub, managing workloads and taking on extra tasks as required.
  • Process purchase orders and procure supplies, including stationery, mobile devices, uniforms, and other items requested by clinical teams and senior management.
  • Record bank workers' shifts on Health Roster and finalize as appropriate.

About Sussex Community NHS Foundation Trust

We are the primary provider of NHS community services across East and West Sussex. Our dedicated staff serve a diverse population, delivering essential medical, nursing, and therapeutic care to both adults and children.

Our Trust's vision is to provide outstanding care at the heart of the community, assisting individuals in planning, managing, and adapting to changes in their health, while supporting the reduction of avoidable hospital admissions and minimizing hospital stay durations.

We offer a range of opportunities across our extensive array of services, including medical, clinical, support, and corporate roles.

Why Join Us?

  • Positive feedback from the NHS Staff Survey, highlighting our commitment to compassionate culture, leadership, and staff wellbeing support.
  • Diverse working environments, including community settings, patients' homes, and community hospitals.
  • Flexible working arrangements, including part-time, flexi-time, annualized hours, and options for flexible retirement.
  • Comprehensive training and development opportunities.
  • Research opportunities available.
  • Affordable workplace nurseries in various locations.
  • Active staff networks supporting BAME, Disability and Wellbeing, LGBT+, and Religion and Belief communities.
  • Recognized as a Level 3 Disability Confident Leader, dedicated to fostering inclusive workplaces.
  • Veteran Aware Trust, accredited by the Veterans Covenant Healthcare Alliance.
  • Located in beautiful Sussex, with convenient access to natural landscapes.
  • Access to a wide range of benefits and discounts for NHS staff.

Job Duties

  • Provide a proactive and comprehensive administrative function to clinical teams, managing referrals, appointments, patient and professional correspondence, and frontline communication via phone and email.
  • Develop an understanding of the primary clinical service, contributing to process development and providing accurate information to patients and external stakeholders as necessary.
  • Prepare reports and letters, including editing and refining documents created by others, drafting routine correspondence for managerial and nursing staff approval, and independently sending out standard correspondence using appropriate software packages.
  • Organize and maintain databases, process forms, keep office systems current, and establish efficient filing, clerical, and office systems while providing general secretarial support within the team.
  • Offer cover and support within the team to ensure the seamless continuation of service.
  • Manage incoming mail, personnel, and staff inquiries, addressing or redirecting as necessary.
  • Uphold confidentiality at all times when handling personnel, staff, and patient matters, as well as sensitive Trust information.

Qualifications

Essential

  • NVQ Level 3 or equivalent qualification in business administration. Candidates with lower-level qualifications but relevant experience will be considered. A school leaving qualification (GCSE or equivalent) in mathematics and English language or the ability to demonstrate equivalent competence is required.

Other Requirements

Essential

  • Ability to respond compassionately to individuals who may be distressed or concerned about their health or care.
  • Capability to work collaboratively as part of a team.
  • Proficient in Microsoft Office with fast and accurate typing skills.

Experience

Essential

  • Experience working in an office environment with a diverse range of callers and visitors.
  • Direct interaction with customers, patients, and the public.
  • Arranging meetings and taking minutes.
  • Managing stock control, ordering supplies, and processing financial documentation.
  • Effective communication with a diverse range of individuals.
  • Handling sensitive personal or commercial information.

Desirable

  • Contributing to the enhancement of administrative or office procedures.
  • Ability to listen and accurately represent the views of others when soliciting feedback on administrative matters.