Administrator

Sussex Community NHS Foundation Trust; Eastbourne; On-site; GBP 20,000 - 25,000; Full time

Job summary

Sussex Community NHS Foundation Trust is seeking a proactive MSK Health Administrator to support the Rehab and Pelvic Health teams in Eastbourne. You will coordinate patient pathways, manage appointments, respond to queries, and uphold data confidentiality in line with Trust policies.

This role involves close collaboration with clinicians, accurate data entry on NHS systems, and contributing to service improvements. The post emphasizes strong communication and organisation within an NHS setting.

Qualifications

• Strong administrative and organisational skills.
• Excellent communication and interpersonal abilities.
• Proactive, detail‑driven approach to problem solving.
• Ability to handle sensitive information with confidentiality.

Responsibilities

• Manage end-to-end administration of patient pathways from referral to discharge.
• Provide high quality reception duties for patients and respond to queries professionally.
• Coordinate clinic appointments, cancellations and rebookings with timely communication.
• Liaise with clinicians and healthcare professionals to support service delivery.
• Provide information and support to patients regarding appointments and services.
• Handle patient queries via telephone, email and face‑to‑face contact.
• Act as first point of contact for patient queries and concerns.
• Update electronic records accurately and maintain data confidentiality.
• Contribute to continuous improvement of MSK administrative processes.
• Input patient data accurately using systems such as SystmOne.
• Work with MSK clinical team to ensure documentation is processed promptly.
• Monitor emails, referrals, and triage outcomes; escalate issues as needed.
• Support service audits, data collection, and performance reporting.
• Book, amend and cancel appointments using booking and call systems.
• Arrange cover for clinics as notified by Admin Team Leads.
• Convert appointment slots under Admin Team Lead direction.
• Monitor waiting lists and book patients by longest wait.
• Help reduce long waiters in the service.
• Order stock across non‑clinical services.
• Cover other admin sites when needed.
• Check new referral details for completeness and accuracy.
• Avoid duplication by comparing with existing registrations; input referral details.
• Liaise with professionals to avoid delays in referrals.
• Communicate clearly with other professionals, agencies and patients.
• Ensure confidentiality and security of patient records.
• Use phone, email or written media to manage appointments and enquiries.
• Carry out other duties within the remit of the post as required.
• Contribute to development of the admin service.

Skills

Reception duties

Coordination

Data entry

Customer service

Job description

Are you ready to play a vital role in transforming healthcare delivery? We're seeking a proactive and detail-driven MSK Health Administrator to support our Rehab and Pelvic Health teams. This is your chance to step into a dynamic environment where your coordination skills, initiative, and commitment to service excellence will help improve the lives of patients every day. We are looking for a reliable, enthusiastic, and organised individual who takes pride in delivering excellent administrative support. You will have a keen eye for detail, strong interpersonal skills, and a proactive approach to problem-solving. If you are passionate about helping others, have strong communication skills, and are looking to develop your career within the NHS, we would love to hear from you. 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.

• a) Manage the end-to-end administration of patient pathways, from referral through to discharge.
• b) Providing high quality reception duties, greeting and arriving patients for appointments and responding to patient queries in a professional and timely manner on our reception desk.
• c) Coordinate clinic appointments, cancellations, and rebooking's, ensuring timely communication with patients.
• d) Liaise with clinicians and healthcare professionals to support smooth service delivery.
• e) Providing information and support to patients regarding appointments and services.
• f) Managing patient queries professionally and resolving issues effectively via telephone, email, and face‑to‑face contact.
• g) Acting as a first point of contact for patient queries and concerns.
• h) Accurately update electronic records and maintain data confidentiality in line with Trust policies.
• i) Contribute to the continuous improvement of MSK administrative processes.
• j) Ensure accurate data input using patient administration systems such as SystmOne.
• k) Work closely with the MSK clinical team to ensure all documentation and correspondence are processed accurately and promptly.
• l) Monitor and action incoming emails, referrals and triage outcomes, escalating issues when necessary.
• m) Support service audits, data collection, and performance reporting as required.

• a) Book, amend and cancel patient appointments using the computer-based booking system and the telephone call handling system.
• b) Arrange cover for clinics within the constraints notified by the Admin Team Leads.
• c) Conversion of appointment slots under the direction of the Admin Team Leads.
• d) Monitor waiting lists and book patients in according to the longest wait.
• e) Contribute to reducing the number of long waiters the service has.
• f) Ordering stock across all services, non-clinical.
• g) To help cover other admin sites when there is the need.
• h) Check new referral details for completeness and accuracy using the NHS number and update and amend patient details as necessary.
• i) Compare new referral details with any existing registration details to ensure accuracy and avoid duplication. Accurately input patient referral details on to the Trust computer system.
• j) Take responsibility for liaising with professional colleagues to avoid unnecessary delays in the referral process.
• k) Communicate clearly and effectively with other professionals, outside agencies and patients.
• l) Ensure patient information remains confidential and that patient records are secure to assure confidentiality.
• m) Use the telephone, email or written media to make or amend patient appointments and deal with enquiries from patients or staff.
• n) To carry out other duties which fall within the remit of this post as required by the Admin Team Leads.
• o) To contribute to the development of the admin service.