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Administrative Team Lead
2 months ago
We are seeking an experienced and skilled Administrative Team Lead to join our team at Sussex Partnership NHS Foundation Trust. As a key member of our administration team, you will be responsible for providing comprehensive and efficient administrative support to our team and service.
Key Responsibilities- Provide administrative support to the team, including handling correspondence, processing referrals, and dealing with telephone enquiries.
- Use a range of computer systems to actively manage patients throughout their care pathways and undertake actions that arise from completed clinics.
- Liaise with other directorates and staff at all levels, both internally and externally, to gather information and provide effective communication.
- Assess and resolve patient queries concerning their referrals and appointments in a timely and professional manner.
- Ensure that any patients potentially at risk are escalated through agreed pathways.
- Manage General Practice referral work lists via eRS, including planning administrative work around generation of referrals.
- Work with practices to resolve queries and issues that arise through the referral pathway.
- Record information using a variety of computer systems to ensure there are no delays in the processing of referrals.
- Ensure accuracy and quality of data recorded using available reporting tools to check data.
- Be responsible for maintaining comprehensive filing and database.
- Provide an efficient service processing correspondence for GPs and Health Professionals as required.
- Produce word-processed letters and reports to a high standard of presentation and accuracy using appropriate Trust templates.
- Be responsible for initiating and sending out routine correspondence and self-help tools.
- Manage clinical diaries, ensuring that clinics are fully booked and necessary diary changes are undertaken in a fast and efficient way.
- Organise transport, interpreters, and other services for service users as and when necessary.
- Be responsible for preparation of non-routine patients.
- Organise and facilitate relevant meetings, preparing the agenda, taking minutes.
- Open and process incoming and outgoing mail for the Wellbeing Service.
- Attend team meetings, regular briefings, and training sessions in accordance with the role.
- Take minutes and write up actions from admin team meetings, and circulate in a timely way.
- Ensure that all information is handled in a confidential manner, in line with the relevant policies.
- Maintain data security and patient confidentiality by adhering to agreed auditable processes and procedures.
- Work on own initiative, to plan time effectively, to multi-task successfully, and priorities own workload on a daily basis, working autonomously within own work area seeking advice where appropriate.
- Accurately record messages and information from any callers and to initiate appropriate procedures, maintaining effective channels of communication.
- Act as contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons.
- Liaise with external agencies.
- Undertake photocopying, faxing, post, and filing as required.
- Ensure compliance with departmental policies and procedures with regard to the security of the service.
- Maintain records of sickness/absence/leave for the administration team.
