Administrator

Sussex Community; Hove; Hybrid; GBP 26,000 - 27,000; Full time

Job summary

Sussex Community NHS Foundation Trust is seeking an MSK Health Administrator to support the Rehab and Pelvic Health teams. The role focuses on end-to-end patient pathway administration, front-desk reception, appointment coordination, and accurate record-keeping.

The ideal candidate will have strong organisational skills, attention to detail, and a commitment to patient-centered service. This post is based in the Sussex area and aligns with NHS Trust values and standards.

Qualifications

• NVQ Level 3 in business administration or equivalent.
• GCSEs in Maths and English or equivalent competence.
• Experience in office/admin roles handling patients/customers is desirable.

Responsibilities

• Book, amend and cancel patient appointments using booking systems.
• Coordinate clinics and manage waiting lists to reduce delays.
• Liaise with clinicians and admin teams to ensure timely communication.
• Input and maintain accurate patient records while upholding confidentiality.
• Provide high-quality reception and front-desk support for patients.

Skills

Problem-solving

Time management

Prioritisation

Communication skills

Organisation

Education

NVQ Level 3 in Business Admin

GCSE Maths & English

Tools

SystmOne

Microsoft Word

Excel

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.

Main duties of the job

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.

About us

We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.

Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.

Why work for us?

• Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeingo
• Varied environments: community hospitals, patients' homes, and bases across Sussex
• Flexible working options: part-time, flexi-time, annualised hours, and flexi-retirement
• Excellent training, development, and research opportunities
• Accredited Living Wage Employer, we ensure fair pay for all our staff
• Cost-effective workplace nurseries in Crawley, Hove, and Brightono
• Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief network
• Level 3 Disability Confident Leader and Veteran Aware Trust

Our values

Our values--Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence--guide everything we do.

We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.

This post may close early if sufficient applications are received.

Job responsibilities

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.

Person Specification

Qualifications

• NVQ Level 3 or equivalent qualification in business administration.
• Applicants with a lower-level qualification who have equivalent experience will be considered
• School leaving qualification (GCSE or equivalent) in Maths and English language or able to demonstrate equivalent competence.

Experience

• Working in an office environment where a large and diverse range of callers and visitors are received.
• Dealing directly with customers, patients and members of the public.
• Arranging meetings involving people from different organisations - including co-ordinating diaries, booking meeting rooms and sending out agendas and papers.
• Stock control, ordering supplies and processing financial documentation.
• Contributing to the development of administrative or office procedures.
• Communicating effectively with a diverse range of people.
• Handling personally or commercially sensitive information.
• Organising the work of others - including setting up rotas, monitoring workload and performance.

Skills

• To be able to demonstrate problem-solving skills.
• Ability to manage a busy workload, using effective time management, prioritisation skills.
• Physical ability and health to undertake a full clinical caseload in the outpatient setting.
• Able to use keyboard / computer.
• Knowledge and experience in using commonly used IT systems such as Microsoft Word, Excel,
• To manage and respond promptly to email and telephone correspondence
• SystmOne knowledge

Other

• Ability to travel to other sites

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£25,760 to £27,476 a yearper annum pro rata