Senior Administrator – Adult Community Services

Job overview

Permanent, 30 hours per week. To be worked 6 hours per day over 5 days per week, Monday to Friday  Are you an organised, proactive and confident administrator looking to take the next step in your career? Our Lymphoedema and Tissue Viability Service is seeking a highly motivated Senior Administrator to support the smooth running of this specialist clinical service and ensure patients receive timely, high quality care. About the Role As the Senior Administrator, you will play a key role in coordinating the day to day administrative functions of the service. Working closely with clinicians, the Service Manager and wider Adult Community Services teams, you will ensure referrals, appointments and patient pathways are managed efficiently and accurately. This is a varied and rewarding role where no two days are the same. You will oversee administrative processes, support staff across the service, and act as a first point of contact for patients, referrers and colleagues. Your ability to prioritise, problem solve and maintain excellent communication will be essential.

Main duties of the job

Coordinate and oversee administrative support for the Lymphoedema and Tissue Viability teams. Manage referrals, waiting lists and appointment bookings using EMIS and associated systems. Ensure accurate and timely communication with patients, including appointment reminders. Act as the first point of contact for enquiries, providing clear information and resolving issues where possible. Support clinical teams with documentation, meeting preparation, data collection and reporting. Maintain accurate records, filing systems and departmental databases. Monitor caseloads, support end of month reporting and track departmental spend on hosiery. Contribute to service improvement by reviewing processes and suggesting more efficient ways of working. Provide guidance and support to administrative colleagues and assist with induction of new staff.

Detailed job description and main responsibilities

Workload and Service Coordination Plan and manage your own daily workload, ensuring all tasks are completed within agreed timeframes. Oversee administrative cover for the Lymphoedema and Tissue Viability teams, identifying gaps and escalating concerns to the Clinical Lead. Ensure the service remains accessible and responsive for patients and referrers across Adult Community Services. Troubleshoot day to day operational issues and liaise with IT and other support services to maintain smooth running of systems. Monitor the caseload to ensure it remains accurate, up to date, and reflective of all active patients. • Organise and coordinate group workshops, ensuring all logistical and administrative arrangements are in place.

Complete end of month reporting on departmental activity, including monitoring and recording expenditure on hosiery. Referral and Appointment Management Manage all EMIS clinic templates for the Lymphoedema and Tissue Viability teams. Book outpatient and home visit appointments, minimise wasted appointments, and manage waiting lists effectively. Send timely and accurate AccuRx appointment reminders. Act as the first point of contact for patients and referrers regarding referral queries, resolving issues where possible. Communication and Enquiry Handling Act as the first point of contact for administrative queries within the team. Manage telephone calls and emails, ensuring all enquiries are handled professionally and messages are recorded accurately on electronic systems. Maintain effective communication with patients, community staff, clinicians, GP practices, hospitals, hospices, and voluntary sector partners. Disseminate service information to staff using appropriate communication channels. Administrative Support and Office Management Prepare agendas, minutes, letters, interview packs, and other documentation as required. Arrange meetings and venues, invite attendees, and maintain attendance records. Manage incoming and outgoing post. Maintain electronic and paper filing systems in line with Information Governance requirements. Ensure noticeboards and shared information sources are kept up to date. Support clinical staff with archiving and filing, ensuring only relevant documents are retained. Maintain accurate records of departmental electronic devices and ensure servicing is arranged with EME. Receive items via Shared Business Services (SBS) and place orders through HPL, confirming receipt of goods. Data, Systems and Record Management Book patient appointments using EMIS and document all relevant encounters. Request health summaries, register patients with pharmacies, and complete associated administrative tasks. Maintain and update spreadsheets, databases, and patient information in a timely and accurate manner. Support audits through data collection, analysis, and summarising findings when required. Manage Subject Access Requests in line with Trust policy. Governance, Quality and Continuous Improvement Report complaints, incidents, hazards, and near misses, escalating to the line manager as appropriate. Maintain awareness of budgetary considerations and ensure the safe and effective use of resources. Review administrative systems regularly and contribute ideas for improving efficiency. Provide IT and general support to colleagues, including supporting new staff during induction. Participate in appraisals and complete all mandatory training. Attend regular one to one meetings with the line manager and network with administrators across the service. Support the Service Manager and Clinical Lead to ensure administrative processes contribute to a high quality, patient centred service.

4KEY WORKING RELATIONSHIPS AND COMMUNICATION

Internal to the Trust    External to the Trust Multi-disciplinary teams Acute Hospital Teams Adult Community Services Working groups    Working across boundaries Working with other external partners i.e. faculties, other organisations Working with other external partners i.e. GP’s, Primary care networks, Social Services, Surrey & Borders Mental Health Partnership, SECAMB Voluntary Organisations