Bank Admin Team Lead

at  Sussex Partnership NHS Foundation Trust

In order to be a successful Admin Team Lead you will have: Significant experience of working as an administrator Experience of managing others An ability to prioritise and manage workload Experience of managing office systems Excellent communications and interpersonal skills Flexibility to work shifts covering our opening times of Mon-Fri 8am-6pm See attached Job Description and Person Specification for full details. We are currently recruiting: 11 x full-time permanent roles This position requires in-office working with hours to be split over Monday Friday, 8am-6pm, on a shift-basis. Part time or full-time hours will be considered (preference is for a minimum of 30 hours a week). Provide comprehensive and efficient administrative support to the team they are responsible for and to the service; this will include handling all aspects of correspondence, including processing referrals and dealing with telephone enquiries.
Use a range of computer systems (Clinical/patient Record Systems, Microsoft Office package, e-Referral System/eRS) to actively manage patients throughout their care pathways and to undertake any actions that arise from completed clinics (such as booking follow up appointments/telephone calls, sending patient letters), ensuring that clinic capacity is used as efficiently as possible. Liaise with other directorates and staff at all levels, both internally and externally. Liaise with clinicians within General Practice, hospitals and other services to gather information and provide Maintaining effective communication with clinicians and administrative staff. Assess and resolve patient queries concerning their referrals and appointments in a timely professional manner.
Ensuring that any patients potentially at risk are escalated through agreed pathways. Daily management of General Practice referral work lists via eRS, including planning administrative work around generation of referrals. Working with practices to resolve queries and issues which arise through the referral pathway. Record information using a variety of computer systems ensuring there are no delays in the processing of referrals.
Ensuring accuracy and quality of data recorded using available reporting tools to check data. Ensure that all documents and correspondence are filed correctly on the clinical systems. Be responsible for maintaining comprehensive filing and database Provide an efficient service processing correspondence for GPs and Health Professionals as required. This includes downloading and saving documents such as letters, reports and referrals, and dealing with minutes, memorandums, within an agreed timeframe.
Produce from notes inputted on the clinical system, word processed letters and reports to a high standard of presentation and accuracy using appropriate Trust templates, in line with Trust guidelines. Some letters and reports may contain very distressing Be responsible for initiating and sending out, without reference, routine correspondence and a variety of self-help tools. Be responsible for managing clinical diaries, ensuring that clinics are fully booked and necessary diary changes are undertaken in a fast and efficient way. To organise transport, interpreters and other services for service users as and when necessary.
Be responsible for preparation of non-routine patients. Organise and facilitate relevant meetings, preparing the agenda, taking minutes. Open and process incoming and outgoing mail for the Wellbeing Service. Attend team meetings, regular briefings and training sessions in accordance with the role.
To take minutes and write up actions from admin team meetings, and circulate in a timely way. Ensure that all information is handled in a confidential manner, in line with the relevant policies. Maintain data security and patient confidentiality by adhering to agreed auditable processes and procedures. Work on own initiative, to plan time effectively, to multi-task successfully, and priorities own work load on a daily basis, working autonomously within own work area seeking advice where appropriate.
Accurately record messages and information from any callers and to initiate appropriate procedures, maintaining effective channels of communication. Act as contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons. Liaise with external agencies. To undertake photocopying, faxing, post and filing as required.
Ensure compliance with departmental policies and procedures with regard to the security of the service Maintain records of sickness/absence/leave for the administration team

Please refer the Job description for details