Operational Administrator B2

Integrated Care System; Beccles; On-site; GBP 10,000 - 13,000; Part time

Job summary

A leading healthcare provider is seeking an experienced Administrator to join their busy support services team in Beccles. This part-time role involves providing comprehensive administrative support, including managing patient referrals, maintaining databases, and delivering excellent customer service. The ideal candidate will have a strong background in healthcare administration and be able to work professionally under pressure while contributing to a patient-centered approach.

Benefits

Access to NHS Pension scheme

Flexible working options

Health and wellbeing discounts

Opportunities to become a shareholder

Qualifications

• Experience in NHS or healthcare administration roles.
• Proficient in Microsoft Word and Excel.
• Ability to manage patient appointments and enquiries.

Responsibilities

• Provide administrative support across multiple healthcare sites.
• Manage patient bookings and referrals efficiently.
• Ensure compliance with NHS guidelines.

Skills

Customer Service

Communication

Organizational Skills

Data Protection Awareness

Problem Solving

Education

GCSE C or equivalent level with 5 GCSEs including English, Maths & IT

Standard keyboard skills equivalent to RSA II

Tools

Microsoft Office Suite

Job description

We have an exciting opportunity for an experienced Administrator to join our busy support services team.

We can offer a range of employee benefits including Salary / sick pay in line with Agenda for change, access to NHS Pension scheme or workplace pension scheme, flexible working , access to discounts exclusive to NHS staff, a range of health and wellbeing discounts and the option to become a shareholder.

The post holder will provide comprehensive administrative support to Adult Services across East Coast Community Healthcare (ECCH). Each post will require supporting services across the ECCH sites and the successful post holder will be based at Beccles Hospital, and will work across different sites to support reception cover. The successful applicant is also required to work on a rota basis Monday to Friday.

Day to day functions include being first point of contact for the building, dealing with patient referrals from GP's, hospitals, other professionals and care agencies, maintaining/updating electronic databases, dealing with enquiries and arranging appointments; in addition to typing and general office duties.

We are looking for individuals that have excellent customer service skills, comprehensive understanding of confidentiality and the requirements of working within a healthcare setting, have experience with computer systems and are able to remain calm and professional within busy environments.

This part-time post is for 34.5 hours a week

Main duties of the job

To provide a professional, efficient and effective Operational Administration function across reception and back office.

To track patients through the system, communicating with clinical staff as appropriate.

To work with colleagues to manage clinical staff off duties, transferring information to an electronic rota to enable patients to be seen in a timely manner.

To ensure all required stock / equipment available at all times, working with colleagues to maintain effective stock levels.

Provide an efficient and effective reception service to patients, staff and visitors. To meet and greet all arrivals in a professional and customer / patient centred approach in line with ECCH signature behaviours.

Booking / rebooking of patients presenting to reception, including waiting list management for clinic based services, in line with 18 week wait guidelines and in accordance with clinician instruction. To escalate to the Operational Admin Lead any applicable patient pathway which cannot be managed within 18 weeks.

Carry out activities to support clinical triage of referrals and track patients through care pathways across primary, secondary and acute settings.

About us

ECCH is well established health care provider and has been successfully delivering NHS care within the community since 2011. We provide a range of NHS, community health and social care services predominantly across the easterly region of the Norfolk/Suffolk borders.

We are aligned to NHS terms and conditions, and offer many employee benefits, to find out more about us visit our website - www.ecch.org. We are a social enterprise and staff owned organisation which means staff can opt to be shareholders and have a real say in how ECCH is run and evolves to deliver healthcare for the future.

At the heart of our ambition, we work in partnership with and for the community to become the provider and employer of choice for community healthcare.

We encourage you to apply as early as possible as this job may close earlier than the advertised closing date once enough applications have been received.

AI

We recognise that AI tools are increasingly used inprofessional settings. While we encourage strong applications, we valueauthenticity and an accurate reflection of skills and experience.

Applicants must declare if AI has been used to complete theirapplication, including responses that are directly copied or significantlyshaped by AI tools.

By submitting this application, you confirm that allinformation provided is a true and accurate representation of your own skills,knowledge, and experience.

Job responsibilities

• Participate in a rota to ensure the hub has administrativecover between 08:00 and 17:00 on weekdays across all functions within the hub;reception, back office and ward (when role is based within Waveney)
• To support Senior Care Coordinator in managing clinicalstaff off duties, ensuring agreed staffing levels maintained
• Provide an efficient and effective reception service topatients, staff and visitors. To meet and greet all arrivals in a professionaland customer / patient centred approach in line with ECCH signature behaviours
• Booking / rebooking of patients presenting to reception,including waiting list management for clinic based services, in line with 18week wait guidelines and in accordance with clinician instruction. To escalate to Senior Care Coordinator anyapplicable patient pathway which cannot be managed within 18 weeks
• Carry out activities to support clinical triage of referralsand track patients through care pathways across primary, secondary and acutesettings
• Schedule visits to patients on behalf of Clinicians andAssistants using electronic systems
• Input and retrieve data using IT systems, ensuring that allinformation taken is recorded quickly and accurately
• Manage recording of sickness reporting, ensuringdocumentation is available for line managers in a timely manner
• Manage recording of agreed annual leave, inputtinginformation into off duties in a timely manner to ensure the most up to dateinformation is available
• To communicate effectively and consistently both withcolleagues and callers to the service whilst retaining the ability to remaincalm in difficult situations
• To prioritise calls requiring immediate attention of aclinician or outside agency
• Respond appropriately to enquiries from other services andpatients, referring to other members of the team when necessary
• Order and maintain adequate clinical and office supplies forall required teams within the hub reporting any issues with stock availabilityto Senior Care Coordinator
• Provide general and administrative support to team,monitoring S1 for any administration requests
• Visit other sites as required to ensure service continuity
• Clinic preparation to ensure all required documentation isavailable for clinical staff
• Arrange and support meetings, take minutes and/or actionnotes
• Carry out health and safety tasks including the role of FireMarshal
• Our Values outline the core behaviours that we can allachieve and are summarised as an acronym within the word CARE. These stand for: Compassion, Action, Respect and Everyone.
• Underpinning our Values are our Signature Behaviours whichhighlight by taking the right actions we continue to build a strongculture. Our four Signature Behavioursare: Compassion - We Listen, We Learn, We Lead| Action - My Accountability, MyResponsibility | Respect - Respect Our Resources: People, Time and Money |Everyone - Work Together, Achieve Together.

Person Specification

Experience

• Previous experience of dealing with patients in the NHS or similar
• Previous experience of dealing with complaints
• Ability to prioritise own workload and act independently
• Administration work in the NHS.
• Previous experience of working with an electronic booking system

Skills and Knowledge

• Excellent IT Skills including email use of internet
• Excellent written and verbal communication skills
• Good organisational skills
• Able to adopt a diplomatic approach
• Problem solving
• Aware of data protection and confidentiality

Personal Attributes

• Physical / mental capacity to concentrate for long periods.
• Physical and mental capacity to deal with frequent interruptions.
• Friendly cheerful attitude.
• Discreet.
• Flexible
• Ability to embrace our Culture, Values and Signature Behaviours:
• (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
• Willingness and ability to work across different sites and travel to alternative sites and across the community as required.

Qualifications

• Educated to GCSE C or equivalent level with 5 GCSEs including English, Maths & IT
• Standard keyboard skills equivalent to RSA II.
• Knowledge of and proficient in the use of Microsoft word and Excel
• Microsoft Powerpoint

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.