Team Administrator

Job overview

The Haywards Heath Primary Care Network are looking for an administrator to work  within the team at Hayworthe Villa . The role will involve supporting the day-to-day delivery of the community nursing service by providing first line contact to service users and other professionals.

The post holder must have good organisational and communication skills and be able to work under their own initiative and follow directions. They must also be actively engaged in service development for both administrative and clinical processes to maximise efficiency and ensure a good patient experience.

Main responsibilities include stock control, monitoring of email inboxes, scanning, stock management &  processing subject access requests.

Receiving incoming post, emails and telephone calls in a courteous, professional manner is a key part of the role.

Please note: Due to recent changes in UK immigration and visa rules, this role is unlikely to be eligible for Skilled Worker visa sponsorship. Applicants who do not currently have the right to work in the UK may not be considered. Candidates requiring sponsorship should review the eligibility criteria on the gov.uk website before applying to assess their eligibility for a Certificate of Sponsorship for this role.

Main duties of the job

Respond to queries and requests and gather the relevant  narrative  to ensure clear information  is obtained and forwarded on to the community nursing coordinator.

Devising and maintaining efficient filing, clerical & office systems, & providing administrative support to the teams, including photocopying, faxing, dealing with internal/external post.

Monitor  & maintain stocks of nursing supplies, stationery, equipment & resources for the team.

Monitor email inboxes, identifying priorities and forwarding on information to the relevant recipients.

Processing of subject access requests.

Coordinate the process of collating patient feedback via the Friends & Family Test, & contact patients following contacts to gather feedback.

Detailed job description and main responsibilities

To provide day to day administrative support.

Helping with any system issues reporting and dealing with and IT problems.

Participating in the Trust supervision and appraisal strategy.

To contribute to the service planning and development group in relation to administration systems and procedures.

To order and maintain adequate levels of nursing supplies and stationery equipment as required by the team, authorised by the Lead.

To maintain expected standards of office safety and security.

Make up Patient Yellow Files add to System One and discharge when the service has completed the treatment.

To support the team in the day to day running, tasks include ordering PPE saving caseloads onto the USB stick answering the phone.

Word processing of reports and letters, including amending and tidying documents prepared by others, drafting routine correspondence for approval by the team members and taking formal minutes of meetings as required, using software packages as appropriate, e.g. Word, Excel and PowerPoint.

Maintain and update IT and Maintenance data bases with any Team issues.

Keeping office systems up-to-date (e.g. bring forward), devising and maintaining efficient filing, clerical and office systems, and providing general support within the team.

Helping with meetings organised within the Team and writing up the notes.

Receive and sort internal and external mail and deal with each appropriately.