Job Description

Band 3 | 1.0 WTE (37.5 hours per week) | Monday to Friday



We have an exciting opportunity for a motivated and experienced Administrator to join our West Locality Podiatry Team. This role offers a chance to develop your administrative and communication skills while supporting the smooth running of a busy clinical service.



The successful candidate will play a key role in coordinating various aspects of the service, including liaising with patients and external agencies, managing clinical diaries, and supporting our reception areas.



You must be willing and able to travel between our three reception sites: Bognor Regis, Chichester, and Selsey.



Although this is a full-time position, we welcome applications from candidates interested in a job-share arrangement.

"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."



Act as a first point of contact for the Podiatry Service, providing support and information to patients and external agencies. Ensure all queries and messages are directed to the appropriate team member promptly and efficiently.



Serve as a key conduit for communication, helping to facilitate smooth access to the service for all stakeholders.



Support the Admin Lead in reviewing office and administrative procedures by gathering and collating feedback from both clinical and administrative colleagues.



Assist with organising and minuting team meetings and multi-agency meetings, including coordinating diaries, booking venues and refreshments, and distributing agendas and supporting materials.



Contribute to the effective management of clinical bookings, referrals, and waiting lists, ensuring processes are followed appropriately and in a timely manner.



Allocate tasks to new or less experienced staff, offering day-to-day guidance and support with administrative queries and processes.



Ensure patient, staff, and service records--both electronic and paper--are accurately filed, stored securely, and easily retrievable.



Provide flexible administrative cover across other Podiatry sites, including Chapel Street Clinic in Chichester and Selsey Medical Practice, particularly during periods of annual or sick leave.



Participate in ongoing development, with appropriate training and support provided as needed to fulfil the requirements of the role.



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 2023 NHS Staff Survey results, highlighting compassionate leadership and wellbeing 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 Cost-effective workplace nurseries in Crawley, Hove, and Brighton Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networks Level 3 Disability Confident Leader and Veteran Aware Trust Beautiful Sussex location near the South Downs and coast

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.



Booking patient appointments according to their clinical needs, alongside managing waiting lists and referrals according to both risk and clinic speciality. This is based on both capacity and demand.



Receives callers and visitors to the service. Responds to queries and requests for information within set procedural guidelines.



Regularly checks on the tidiness and cleanliness of the office environment and takes action to ensure any problems are resolved.



Reports any building or equipment maintenance problems to the Trust's Estates Helpline.



Attends meetings to take minutes or notes. Writes up meeting records and sends out to all attendees.



Formats letters, reports and presentations to a high standard of accuracy and visual attractiveness.



Carries out or organises photocopying.



Ensures incoming or outgoing post is processed promptly.



Places orders for stationary, clinical stock and other office supplies. Ensures requisitions and invoices are checked and approved by an appropriate manager.



Uses SystmOne to record patient appointments and clinical details.