About this role
Job summary
Permanent, 30 hours per week. To be worked 6 hours per day over 5 days per week, Monday to FridayAre you an organised, proactive and confident administrator looking to take the next step in your career? Our Lymphoedema and Tissue Viability Service is seeking a highly motivated Senior Administrator to support the smooth running of this specialist clinical service and ensure patients receive timely, high quality care.About the RoleAs the Senior Administrator, you will play a key role in coordinating the day to day administrative functions of the service. Working closely with clinicians, the Service Manager and wider Adult Community Services teams, you will ensure referrals, appointments and patient pathways are managed efficiently and accurately.This is a varied and rewarding role where no two days are the same. You will oversee administrative processes, support staff across the service, and act as a first point of contact for patients, referrers and colleagues. Your ability to prioritise, problem solve and maintain excellent communication will be essential.
Main duties of the job
Coordinate and oversee administrative support for the Lymphoedema and Tissue Viability teams.Manage referrals, waiting lists and appointment bookings using EMIS and associated systems.Ensure accurate and timely communication with patients, including appointment reminders.Act as the first point of contact for enquiries, providing clear information and resolving issues where possible.Support clinical teams with documentation, meeting preparation, data collection and reporting.Maintain accurate records, filing systems and departmental databases.Monitor caseloads, support end of month reporting and track departmental spend on hosiery.Contribute to service improvement by reviewing processes and suggesting more efficient ways of working.Provide guidance and support to administrative colleagues and assist with induction of new staff.
About us
Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.
We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.
The Care Quality Commission (CQC) have given us an overall rating of Outstanding.
Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.
Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.
A video about the Royal Surrey - https://www.youtube.com/watch?v=R96pMboIYdo
Job description Job responsibilities
Workload and Service CoordinationPlan and manage your own daily workload, ensuring all tasks are completed within agreed timeframes.Oversee administrative cover for the Lymphoedema and Tissue Viability teams, identifying gaps and escalating concerns to the Clinical Lead.Ensure the service remains accessible and responsive for patients and referrers across Adult Community Services.Troubleshoot day to day operational issues and liaise with IT and other support services to maintain smooth running of systems.Monitor the caseload to ensure it remains accurate, up to date, and reflective of all active patients. Organise and coordinate group workshops, ensuring all logistical and administrative arrangements are in place.
Complete end of month reporting on departmental activity, including monitoring and recording expenditure on hosiery.Referral and Appointment ManagementManage all EMIS clinic templates for the Lymphoedema and Tissue Viability teams.Book outpatient and home visit appointments, minimise wasted appointments, and manage waiting lists effectively.Send timely and accurate AccuRx appointment reminders.Act as the first point of contact for patients and referrers regarding referral queries, resolving issues where possible.Communication and Enquiry HandlingAct as the first point of contact for administrative queries within the team.Manage telephone calls and emails, ensuring all enquiries are handled professionally and messages are recorded accurately on electronic systems.Maintain effective communication with patients, community staff, clinicians, GP practices, hospitals, hospices, and voluntary sector partners.Disseminate service information to staff using appropriate communication channels.Administrative Support and Office ManagementPrepare agendas, minutes, letters, interview packs, and other documentation as required.Arrange meetings and venues, invite attendees, and maintain attendance records.Manage incoming and outgoing post.Maintain electronic and paper filing systems in line with Information Governance requirements.Ensure noticeboards and shared information sources are kept up to date.Support clinical staff with archiving and filing, ensuring only relevant documents are retained.Maintain accurate records of departmental electronic devices and ensure servicing is arranged with EME.Receive items via Shared Business Services (SBS) and place orders through HPL, confirming receipt of goods.Data, Systems and Record ManagementBook patient appointments using EMIS and document all relevant encounters.Request health summaries, register patients with pharmacies, and complete associated administrative tasks.Maintain and update spreadsheets, databases, and patient information in a timely and accurate manner.Support audits through data collection, analysis, and summarising findings when required.Manage Subject Access Requests in line with Trust policy.Governance, Quality and Continuous ImprovementReport complaints, incidents, hazards, and near misses, escalating to the line manager as appropriate.Maintain awareness of budgetary considerations and ensure the safe and effective use of resources.Review administrative systems regularly and contribute ideas for improving efficiency.Provide IT and general support to colleagues, including supporting new staff during induction.Participate in appraisals and complete all mandatory training.Attend regular one to one meetings with the line manager and network with administrators across the service.Support the Service Manager and Clinical Lead to ensure administrative processes contribute to a high quality, patient centred service.
4KEY WORKING RELATIONSHIPS AND COMMUNICATION
Internal to the Trust External to the TrustMulti-disciplinary teamsAcute Hospital TeamsAdult Community ServicesWorking groups Working across boundariesWorking with other external partners i.e. faculties, other organisationsWorking with other external partnersi.e. GPs, Primary care networks, Social Services, Surrey & Borders Mental Health Partnership, SECAMB Voluntary Organisations
Person Specification
Qualifications Essential
NVQ 4 / BTEC diploma or working at equivalent experience
Desirable
Team lead courses / NVQ
Knowledge and Experience Essential
Experience of leading administrative services and working in a team, supporting others Good level of competency in word processing and data entry, together with advanced key-board skills, general good IT skills Ability to concentrate for periods of time on set tasks Good time management skills Good verbal and written presentation skills
Desirable
Experience of working in a health or social care setting Familiar with patient/client administration systems
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.
Employer details Employer name Royal Surrey NHS Foundation Trust
Address Rpyal Surrey County hospital
Gill Avenue
guildford
GU2 7WW
United Kingdom
Employer's website https://www.royalsurrey.nhs.uk/ (Opens in a new tab)