Job Description

Job Overview

Modality LLP is a large-scale provider of NHS community outpatient and diagnostic services. Locally, we offer patients access to community outpatient services across a number of specialty areas, including Cardiology, Dermatology, Rheumatology, ENT, Gynaecology, Ophthalmology, Orthopaedics, Urology, and Respiratory Medicine. We also offer a range of diagnostic services, including X-ray and Ultrasound.

Administrators will support the Admin Team Leader and other managers in ensuring the speciality is able to deliver safe and effective services whilst also ensuring compliance with contractual access targets, e.g., registering patients in a timely manner to meet 18 weeks RTT target and other contractual targets for keeping DNAs to a minimum.

We are looking for an Administrator who enjoy engaging often with patients, handling a high volume of calls, and managing straightforward administrative tasks. If you are a people person with a willingness to learn, this will be a good opportunity for you. We are seeking dedicated postholders to join our team and who can display our CARE values: Commitment, Accountability, Respect and Excellence. Salary for this role is 23,874.88 - 26,397.29 per annum WTE.

As an employee with us you can benefit from:

Enrolment to the NHS pension scheme

Annual leave minimum 27 days, plus 8 days bank holiday pro rata

Employee discounts and benefits scheme

Employee assistance programme (EAP)

Education and career pathways

Enhanced Family friendly policies

Flexible working

Wellbeing support and initiative

If you are interested in learning more, please read on.

Main Duties of the Job

Coordinate, monitor, and initiate administrative processes relating to registrations. This would include registering referrals onto SystmOne efficiently, smoothly, and in accordance with targets and agreed timescales. Utilise computerised tracking systems to locate patient referrals. Liaise with teams outside of the speciality, e.g., referring GPs where appropriate to ensure a seamless patient journey. Ensure patient information is maintained and updated on the appropriate patient information system. Manage large volumes of outbound calls in a timely manner, following call/confirm scripts across multiple services. Provide reception duties to support community services clinics, as required. Enter patients onto waiting lists and clinics, ensuring all demographic details are correct (addresses, phone numbers, GP details, etc.) and updating correctly on clinical/data systems as necessary. Accurately record activity and performance data on to clinical/data systems - including the use of Excel Spreadsheets. Undertake the administration of registration of patients using the appropriate systems. Support the smooth running of the department, including general office duties, photocopying, filing, dealing with mail, i.e., referral letters and consultant correspondence, and diary management. Monitor work lists for the Electronic Referrals Service (e-RS) to monitor service workflow and escalate to Admin Team Leaders if necessary. Help improve patient attendance to appointments through making call and confirms using telephone and messaging systems. Support re-arranging appointments as required. Participate in the validation of system data to ensure that the data held is up-to-date and accurate and recorded appropriately e.g. patient pathway audits Maintain an understanding and ensure full adherence to specialty protocols Liaise with the appropriate clinical and clerical staff regarding cancellations, taking appropriate action to ensure patients are managed appropriately. Work as an effective team member with colleagues, and have an ability to communicate with staff of all grades and disciplines. Work flexibly during times of service need or staff absence, including occasional evening and weekend work. Support the induction and training of new staff within the team as appropriate by sharing knowledge and expertise of the administrative processes and functions within the role. Provide cross-cover to other teams as required. Courteously and efficiently receive telephone enquiries from patients, carers and external agencies in relation to appointments and general enquiries, ensuring that accurate records, both manual and electronic, are maintained and appropriate action is taken in a timely manner.

Overview of your Organisation

Modality LLP is a provider of NHS community outpatient services within a number of regions across the UK.

Our services offer and expertise include:

14 years of experience of delivering community outpatient services Contracts with CCGs and hospital providers A diverse clinical workforce of consultants, GPs with extended roles, specialist nurses, and allied health professionals Delivery of over 100.000 patient consultations per year Delivery of 1st consultations within a maximum of 4 weeks from a referral from a choice of community locations, 7 days per week
All employees are welcomed to take enrol in our employee benefits scheme and NHS pension scheme. We are committed to developing our people through education and career pathways and who align to our organisational values of CARE.
Modality Partnership is an Equal Opportunities Employer and is committed to ensuring equal employment opportunities for all our potential applicants in line with the Equality Act, 2010.

Please refer to the supporting documents section to retrieve the JD detailing the core responsibilities of this role.
You will love this job if you have a passion for helping and interacting with patients to provide and process information in response to enquiries. You will also be able to enhance your computer skills by using MS Word, Outlook, Excel and other relevant software packages.

If you feel this is the ideal career and looking for a daily challenge, we welcome an application for you to join our growing team of likeminded people.

Please note Modality LLP reserves the right to close this vacancy at any time during the advertising period.

Pre-employment

Vaccinations

As part of recruitment to the Modality Partnership, we will be checking the vaccination status of all new starters so that we can manage individual and environmental risks. We will offer support to those who may be undecided about vaccinations. Some vaccinations for certain roles are mandatory, and you will be asked to provide evidence of this where there is a mandatory requirement.

Right to work checks

All applicants invited for interview will need to prove their right to work in the UK at the interview stage.

References

References must be secured prior to beginning employment, one must be your current or most recent employer.

Employment history

You must notify us of any employment gaps of 6 weeks or more.

Person Specification:

Knowledge:

Knowledge of full range of administrative procedures and associated equipment. Knowledge of software programmes including Microsoft Office Word, Excel, Outlook and other relative software product. Self-motivated and ability to work without supervision when required. Excellent organisational and communication skills. Ability to maintain computerised and manual filing/documentation systems. Understanding of how clinical services work and the importance of/inter-links between the duties commensurate with this role. Previous experience of working in a clinical provider organisation. Knowledge/previous experience of SystmOne clinical system. Knowledge/previous experience of the NHS E Referrals Service.

Skills:

To be able to write clear, concise messages often involving complex medical terminology. To understand a range of Protocols and Policies and implement them in everyday work. Good standard of written communication. To comprehend complex instructions or documents containing medical terminology. To be able to communicate with all levels of personnel, including medical professionals, patients and outside agencies. To be able to relay clear, concise messages containing medical terminology without risk of misunderstanding.

Personal Qualities:

Ability to provide and receive complex and sensitive information Ability to work as part of a team. Ability to manage own workload and work on their own initiative, taking appropriate action as necessary in the absence of the line manager. Ability to maintain composure in difficult situations. Ability to work to deadlines and under pressure. Smart appearance.
Job Type: Full-time

Pay: 23,874.88-26,397.29 per year

Benefits:

Company pension Cycle to work scheme Health & wellbeing programme
Work Location: In person

Application deadline: 27/06/2025