Administrative assistant

at  Sussex Community NHS Foundation Trust

We are looking for an enthusiastic part time administrative assistant to work 16 hours a week within the imaging department.
We are a small friendly team providing a high quality service . The department is exceptionally busy and the administrative staff work to ensure bookings and front reception run smoothly and efficiently .
To provide a reception service including the positive identification and registration of patients onto the Radiology information system, in line with departmental policy. To update or correct patients details onto Care Flow to ensure correct details are on the CRIS system
At the request or the Radiographers or Sonographers send out critical x-ray reports to referring clinicians as well as calling GP surgery’s to alert them to any Code Red reports
To provide a booking service for patients phoning in to make appointments for all modalities using the Radiology Information system.
To undertake office administration. To manage the appointments diary and ensure appointments cancelled by patients are filled to ensure maximum use of clinicians’ time.
To be available to answer queries and questions from patients referring clinicians and other allied health professionals
To manage own workload and adopt a prioritising approach in order to coordinate day-to-day workload in the most effective manner.
To be familiar with the use of IT systems including Microsoft Office, Word, Excel and Outlook in order to compose correspondence under own initiative, set up templates and access e-mails and work on spread sheets
To Liaise with Sonographers regarding availability for clinic lists, enter on rotas and open diary accordingly
We are the main provider of NHS community services across East and West Sussex. Our 6,000 staff serve a population of 1.3 million providing essential medical, nursing, and therapeutic care to adults and children.
Our Trust vision is to provide excellent care at the heart of the community, helping people plan, manage, adapt to changes in their health, supporting avoidable hospital admissions and reducing hospital stay times.
We have opportunities for everyone across our wide variety of services including medical, clinical, support and corporate services.
Why work for us?
Positive 2023 NHS Staff Survey results, scoring highly in compassionate culture & leadership, and staff wellbeing support
Variety of working environments across the community, in patients’ homes, within our community hospitals and bases across the county
Supportive flexible working patterns such as: part time, flexi time, annualised hours, and flexi retirement options
Excellent training and development opportunities
Research opportunities
Cost-effective workplace nurseries in Crawley, Hove and Brighton
Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
Level 3 accredited Disability Confident Leader, committed to creating inclusive workplaces
Veteran Aware Trust, achieving accreditation from Veterans Covenant Healthcare Alliance (VCHA)
Located in stunning Sussex, with easy access to the South Downs and the coast
Access to a wide range of benefits and discounts for NHS staff
To recognise and report any risk or incident involving staff, patients or visitors immediately to the Diagnostic Imaging Manager.
To know and comply with all SCFT policies and procedures.
To fully participate in the Trusts appraisal system review and personal development planning process on an annual basis.
To undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development planning process.
To contribute positively to the effectiveness and efficiency of the team.
To assist the service to meet the standards for the Care Quality Commission outcomes.
To be aware of the importance and act in accordance with all regulations and requirements of patient data and patient confidentiality.
Main Tasks
To print off referrals via internal email and distribute accordingly for prioritising.
To add Bank and Agency Staff hours onto the e rostering system
To raise any concerns or issues with the imaging manager in a timely manner
Any other duties and responsibilities within the grade as necessary or as delegated by the Diagnostic Imaging Manager or the Radiography staff. To communicate effectively with the Radiography clinical team and Consultants to ensure awareness of any issues.
To undertake Statutory and Mandatory training relative to role within timeframes for personal development and departmental compliance.
To order and maintain stock levels ensuring for the office and if asked to raise Purchase orders for the imaging manager
To receive and process incoming mail on a daily basis and distribute accordingly. Collate outgoing reports. Answer enquiries related to specific patients accurately and promptly. Carry out photocopying and any other reasonable administrative tasks as per the imaging manager’s request
To order and maintain stock levels as appropriate for the office and if asked to raise Purchase orders for the imaging manage

Please refer the Job description for details