Administrator

Job summary

Sussex Community NHS Foundation Trust (SCFT) Adult Speech and Language Therapy (SLT) department is delighted to offer a 1 WTE (full-time) Band 3 Team Administrator.

We are looking for a highly motivated and hard-working individual who enjoys being part of a team. We may consider WTE but the applicant must be able to work on a Monday and Tuesday.

The post is based with the Brighton Speech & Language Therapy team at Brighton General Hospital (BGH), with the successful applicant providing flexibility cross-locality support to other teams in the service from the BGH base within the contracted hours.

The successful applicant will be contributing to the provision of a comprehensive clinical service to clients with communication and/or swallowing difficulties living in the community.

You will support the SLT team by carrying out administrative tasks to support patient care, clinical governance, and the Adult SLT team clinical processes.

You will be a crucial part of a team of highly skilled Speech and Language Therapists and experienced SLT administrators. Administrative training, supervision and mentoring will be given.

Main duties of the job

To be an administrator within the Adult Speech and Language Therapy (SLT) team based within the service at Brighton General Hospital.

To carry out administrative tasks to support patient care, clinical governance and the clinical processes of the adult SLT team.

To comply with the standards and priorities laid down by the Speech and Language Therapy manager, Sussex Community NHS Trust.

About us

We are the main provider of NHS community services across East and West Sussex. Our 6,000 staff serve a population of million providing essential medical, nursing, and therapeutic care to adults and children.

Our Trust vision is to provide excellent care at the heart of the community, helping people plan, manage, adapt to changes in their health, supporting avoidable hospital admissions and reducing hospital stay times.

We have opportunities for everyone across our wide variety of services including medical, clinical, support and corporate services.

Why work for us?

Positive 2023 NHS Staff Survey results, scoring highly in compassionate culture & leadership, and staff wellbeing support Variety of working environments across the community, in patients' homes, within our community hospitals and bases across the county Supportive flexible working patterns such as: part time, flexi time, annualised hours, and flexi retirement options Excellent training and development opportunities Research opportunities Cost-effective workplace nurseries in Crawley, Hove and Brighton Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks Level 3 accredited Disability Confident Leader, committed to creating inclusive workplaces Veteran Aware Trust, achieving accreditation from Veterans Covenant Healthcare Alliance (VCHA) Located in stunning Sussex, with easy access to the South Downs and the coast Access to a wide range of benefits and discounts for NHS staff Job description

Job responsibilities

Communication and Working Relationships

To liaise with referring agents, medical and nursing staff, multi-disciplinary team members, relatives/carers and relevant others to ensure effective continuity of care, establishing a high level professional relationship engendering confidence in the SLT service.

To share information with appropriate others, observing information governance principles and guidelines.

To promote efficiency within the adult SLT service by communicating appropriately with team members coordinating timetables, appointments and meetings.

To demonstrate skills in communicating with those with speech and/or language difficulties.

To participate in team meetings on a regular basis.

To inform line manager and other relevant managers of complaints by service users and others according to the Trusts complaints procedures and to inform line manager and other relevant managers of adverse incidents and to adhere to the relevant incident reporting structure.

To answer and deal sensitively with telephone/face to face enquiries in an appropriate and polite manner from the general public, patients (some of whom may have poor communication/speech ability), outside agencies and other professional staff, taking appropriate action on own initiative.

Key Responsibilities

To be responsible for clerical administration related to referrals to the service and ongoing caseload according to Departmental and Trust policies, conforming to the regulations concerning information governance, data protection and health and safety.

To monitor stock of equipment and resources and to make requests for new items when necessary in consultation with line managers.

To follow relevant departmental guidelines in communicating concerns to SLTs and in incident reporting.

To develop skills in identifying individual training and development needs through supervision and appraisal, and to attend mandatory training as required.

To inform line manager and other relevant managers of complaints by service users and others according to the Trusts complaints procedures and to inform line manager and other relevant managers of adverse incidents and to adhere to the relevant incident reporting structure.

To deal with routine matters on own initiative as appropriate and prioritise work as necessary.

To contribute to the design and development of administrative systems/processes within the Department.

To provide secretarial support for Speech & Language Therapy Manager as required.

Main Tasks

To process referrals and put on SystmOne (electronic record system) and discharge referrals as appropriate from SystmOne.

To carry out any administrative duties as tasked by a SLT on SystmOne such as telephoning GPs, requesting further information or reports, referring on to other professionals, printing off reports or letters and distributing.

To carry out quarterly health and safety checks.

To prepare weekly data reports as directed by qualified staff.

To monitor equipment and resources needed within clinical area including the charging of electrical equipment such as iPads and to suggest requests for new items when necessary through line managers. To adhere with Trust Policy and department procedure regarding infection control, keeping equipment clean as required.

To assist Speech and Language Therapy meeting management through planning, documenting of minutes and circulation as directed by a Speech and Language Therapist/Clinical Service Manager.

To assist in organising and to participate in the induction of new team members.

To participate in monitoring of clinical outcomes and effectiveness and to implement audit activity in line with service and professional clinical governance requirements in liaison with the SLT manager and/or line manager, SLT team and MDTs.

To provide appropriate and timely client related correspondence according to Trust, professional and service requirements including the requirements of other relevant and involved agencies.

To carry out assigned tasks to support qualified SLT staff and SLT clinical support workers and to assist as required such as providing accurate and timely information regarding caseload pressures, collating outcome measures, operating databases and other clinical administrative tasks.

To be responsible for clinical administration and record keeping related to the caseload according to Departmental and Trust policies relating to the format and security of patient records.

To maintain clinical/non-clinical filing system as required by the Department.

To maintain confidentiality at all times.

To work effectively as a member of the speech & language therapy services team, promoting positive relations, good communication, and attention to quality of service

To attend Admin/Speech & Language Therapy Staff meetings as appropriate.

Finance

To order and maintain appropriate stocks of stationery for the Adult Speech & Language Therapy Service, using the approved Trust supplier and to liaise with the stationery company over deliveries, discrepancies and substitutions. To order clinical equipment and resources as required.

Person Specification

Qualifications

Essential

Either a NVQ (or equivalent) in a relevant subject or good standard of Secondary Education (2)

Experience

Essential

Experience of secretarial or administrative work/activity (2)

Skills and Knowledge

Essential

Ability to communicate clearly and concisely both verbally and in writing, including observation, empathy, listening skills and the ability to follow instructions from senior staff (2) Knowledge and experience of using Microsoft packages (2)

---